Deputy Court Clerk - County Clerk Legal Division

Livingston County was named a 2024 Top Workplace by the Detroit Free Press! Based solely on employee feedback, the Top Workplace title is a badge of honor for the County. With over 700 employees serving within 18 departments, 5 elected offices, and 5 Courts, Livingston County's top priority is providing effective and efficient services that improve the quality of life for all of our residents.

Position Summary:

Under the supervision of the Chief Deputy County Clerk Legal Division and Division Supervisor is responsible for assisting the general public and attorneys, accepting court filings, maintaining processing of court papers, phone and counter reception, record copying, data entry, receipting of filing fees and payments, and retaining and managing stored court files. Assists with the collection and enforcement responsibilities of outstanding receivables and monies owed to the Circuit Court. Performs other duties in support of operations.

Pay Rate Information:

The Deputy Circuit Court Clerk is a full-time, non-union position and starting pay is $20.55/hr. This position is eligible for step pay increases within our Non-Union Grade 3 Wage Scale. Top end of the current wage scale for this position is $26.02/hr.

Essential Job Functions:

An employee in this position may be called upon to do any or all of the following essential functions. These examples do not include all of the duties which the employee may be expected to perform. To perform this job successfully, an individual must be able to perform such essential functions satisfactorily.

1. Maintains the customer service desk and phone. Assists customers with answers relating to court filings, receipting payments, court processes and procedures, looking up old case records, etc. Directs calls and takes messages as needed.
2. Maintains a variety of court record files including but not limited to transcripts, exhibits, pleadings and documents, dockets same; performs record validation. Maintains records in both electronic and non-electronic formats.
3. Processes divorce, civil, appeal, license restoration, name change petitions, and personal protection petitions and orders. Enters information into database and maintains files.
4. Files court pleadings and maintains case files.
5. Pulls daily judicial dockets.
6. Issues and signs writs of garnishment, defaults, and subpoenas.
7. Fulfills customer requests for file copies with certification where applicable. Copies and organizes files being sent to Appellate Counsel and sends requested files to Court of Appeals and Supreme Courts. Sends requested forms to customers.
8. Performs criminal background checks.
9. Accepts and receipts payments.
10. Prepares and/or sends records of divorce and orders of filiation to the State of Michigan.
11. Dockets reports, orders, notices, praecipes and objections.
12. Prepares court files for Friend of the Court hearings. Delivers files to Friend of the Court office, sets hearing dates, settlement conference dates, and maintains calendar.
13. Tracks 7-day orders and 21-day orders to be submitted to the judge for signature unless objection is filed.
14. Sends notices of hearing to all parties involved.
15. Notarizes documents as needed.
16. Prepares files for storage and transfer to microfilm or CD. Labels storage boxes, assigns storage space, and identifies destruction dates. Maintains files in storage, storage inventory listing, transcript and exhibit inventory, and microfilm roll and CD index including maintaining case management system with microfilm information. Proofreads microfilm against files for completeness and quality.
17. Manages and maintains all court files sorted in the vault. Scans all files leaving and returning to vault. Scans and codes documents that are filed at the counter on a daily basis, analyzing them for assignment to proper workflow.
18. Reconciles morning cash out and afternoon reconciliations and prepares deposits.
19. Performs a variety of other office duties including processing incoming and outgoing mail, copying, and filing.
20. Performs collection clerk duties, including but not limited to:

1. Identifies cases with outstanding balances where monies are due, owing, or delinquent. Generates report for review and collection activity.
2. Investigates current demographic information of the debtor, utilizing a variety of online tools and software to locate needed information such as location, license, social security number and/or incarceration as needed.
3. Generates and mails billing and collection statements.
4. Receives and initiates communication with debtors or their representative relating to collections. Provides direction as to how to access the court to address their concerns and encourages payment.
5. Sets up payment plans or wage assignment after discussion of current financial or employment situation. Obtains court orders for wage assignment.
6. Receipts payments in the case management system. Notes balance adjustment if a bond payment is pending.
7. Identifies cases for state income tax garnishment and conducts all processes necessary to generate, issue, and submit tax garnishments to the Michigan Department of Treasury. Monitors payments for release payments.
8. Customizes and makes update to system generated forms.
9. Attends training seminars in relation to the collections software. Consults with the system providers regarding updates and monitors enhancements.
10. Identifies domestic cases where filing fees may be collected. Obtains a court order and generates a billing statement.
11. Maintains essential case notes in the collection program.

21. Performs other duties as directed.

Required Knowledge, Skills, Abilities and Minimum Qualifications:

The requirements listed below are representative of the knowledge, skills, abilities, and minimum qualifications necessary to perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the job.

Requirements include the following:

• High school diploma or GED and two years of progressively more responsible experience in office techniques.
• The County, at its discretion, may consider an alternative combination of formal education and work experience.
• Certified cash handler (may obtain through this job).
• Notary Public certification.
• LEIN certified.
• Good working knowledge of bookkeeping procedures and practices.
• Ability to acquire a good working knowledge of the principles and practices of civil, criminal, and domestic courts, documentation, and reporting.
• Working knowledge of office procedures, file setup and maintenance, math and bookkeeping principles, and application and administrative support techniques.
• Strong skills in proofreading, performing arithmetic calculations, and maintaining accounts, case files, and records.
• Skills in effectively communicating ideas and concepts orally and in writing.
• Skill in the use of document imaging software and equipment.
• Considerable knowledge of maintaining detailed and accurate records in both electronic and non-electronic formats, retrieving and storing files, and transferring and scanning records to microfilm and CD formats.
• Skill in the use of office equipment and technology, including Microsoft Suite applications and the ability to learn software applications and databases utilized by the court and Clerk's Office.
• Ability to research discrepancies and disputes, handle cash, receipt and posting payments, and maintaining detailed and accurate records.
• Skill in assembling and analyzing data and preparing accurate reports.
• Ability to establish effective working relationships and use good judgment, initiative and resourcefulness when dealing with County employees, contractors to the County, representatives of other governmental units, professional contacts, elected officials, and the public.

Physical Demands and Work Environment:

The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to communicate in person and by telephone, read regular and small print, view and produce written and electronic documents, and enter data on a computer keyboard with repetitive keystrokes. The employee must be mobile in an office setting, stand, sit, stoop and kneel, use hands to finger, handle, or feel and reach with hands and arms. The employee must lift or push/pull objects of up to 15 lbs. without assistance. Accommodation will be made, as needed, for office employees required to lift or move objects that exceed this weight.

The typical work environment of this job is a business office setting where the noise level is quiet and sometimes moderate.

Salary : $500