Deputy Court Clerk - District Court

Menominee County Position Description

Position Title: Deputy Court Clerk

Department: District Court

Classification: Full-Time / Hourly

FLSA Status: Non-Exempt

Pay Grade: 7

Starting Pay: $19.42 - $22.19

Reports To: District Court Judge

Direct Reports: None

Last Updated: 03/2025

Job Summary

The Deputy Court Clerk supports the operation of Menominee County’s District Court by performing a variety of complex clerical tasks, including answering telephones, providing assistance to in-person customers, accepting and processing payments, managing and maintaining accurate civil and criminal case files, processing legal documents, processing mail, and any other task assigned that is necessary to ensure the effective and efficient operation of the Court. This work is performed under the direction of the District Court Clerk.

Essential Functions and Responsibilities

The following duties are primarily performed and are essential for this position. Employees are expected to be able to perform each of these job duties satisfactorily and successfully to be qualified for the position. Other duties may be required and assigned.

Case Processing

· Perform all duties in accordance with the Michigan Compiled Laws (MCL), Michigan Court Rules (MCR), and the Michigan Trial Court Records Management Standards and Administration Reference Guide.

· Process criminal, civil, and traffic cases efficiently and accurately.

· Prepare and maintain case files.

· Draft various court orders, documents, and notices.

· Prepare and mail notices of court hearing and activities to parties involved.

· Respond to and fulfill requests for court records and documents.

LEIN Management

· Obtain and maintain Law Enforcement Information Network (LEIN) Certification.

· Use LEIN to access, research, enter, and modify criminal histories and warrants.

· Maintain strict confidentiality and dissemination standards of LEIN information.

File Management

· Organize and maintain case files in compliance with Michigan Trial Court Records Management Standards.

· Schedule hearing dates.

· Enter data into the Court’s data management systems.

· Monitor case flow time requirements as dictated by the State Court Administrative Office (SCAO).

· Prepare and monitor files for compliance with court orders.

· Close and purge files in accordance with the State of Michigan Records Schedule.

Date Entry & Reporting

· Accurately and efficiently enter civil and criminal case specific data into the Court’s data management systems.

· Document all civil and criminal case activity, including information received from unrepresented parties, law enforcement agencies, attorneys’ offices, other courts, jails, prisons, the State of Michigan and other governmental agencies.

· Generate, analyze, and validate court reports for daily, weekly, monthly, and yearly audit purposes.

Financial Transactions

· Record, receipt, and process within the Court’s data management systems all in-person, telephone, and electronic financial transactions related to court operations while maintaining accuracy and confidentiality.

· Balance cash drawer with the Court’s data management systems financial reports.

Bookkeeping

· Daily reconciliation of all court cash terminals and financial receipts, depositing all money received with the Menominee County Treasurer’s Office, and maintaining accurate records while utilizing established bookkeeping and accounting principles, policies, practices, and procedures in accordance with the Michigan trial Court Financial Management Guidelines within the Michigan Trial Court Administration Reference Guide.

· Prepare, review, and maintain the Court’s financial reports in accordance with the State Court Administrative Office (SCAO) guidelines and retention schedules.

Jury Trials

· Manages jury pools and lists.

· Serves in the courtroom and assists the District Court Judge during jury trials.

· Maintains an accurate juror box sheet throughout the questioning and selection of jurors.

· Maintains a log of exhibits during the jury trial.

· Submits vouchers for juror payments and reimbursements.

Other Responsibilities

· Answer telephones, voicemails, and emails.

· Assist customers in-person at the Court’s service window.

· Open and distribute mail.

· Prepare mail for the post office.

· Record and log notes of court proceedings in the absence of the Judicial Assistant/Court Recorder.

· Save and back-up files and documents in accordance with applicable retention schedules and policies.

· Contribute to the team effort by performing other related duties as assigned and/or necessary.

Minimum Education Qualifications

Education and/or Experience Requirements

· Highschool diploma or equivalent is required.

· One (1) year of related work experience is required.

· Vocational or technical training in a related field is preferred.

· Any combination of education and experience that provides the necessary skills to perform the essential responsibilities of this position may be considered.

Licenses, Certifications, and other Requirements

· Notary Public in the State of Michigan.

· Michigan Electronic Court Recorder Certification.

· Law Enforcement Information Network (LEIN) Certification

Minimum Knowledge, Skills, and Abilities Qualifications

In order to perform the functions and responsibilities of the position (listed above) the following knowledge, skills, and abilities are essential.

A. Legal Knowledge:

· Understanding of legal terminology, court procedures, and legal documents.

· Knowledge of local, state, and federal laws relevant to court operations.

· Familiarity with court rules, procedures, and protocols.

B. Administrative Skills:

· Proficiency in office management, including filing systems, record-keeping, and data entry.

· Ability to organize and maintain court records, documents, and case files accurately.

· Experience with scheduling and coordinating court hearings, trials, and meetings.

· Strong attention to detail and accuracy in handling paperwork and documentation.

C. Communication Skills:

· Excellent verbal and written communication skills for interacting with judges, attorneys, court personnel, and the public.

· Ability to provide information and assistance to individuals seeking court-related services.

· Skill in explaining legal procedures and court requirements clearly and professionally.

D. Customer Service:

· Providing courteous and helpful service to individuals visiting or contacting the court.

· Responding to inquiries, requests, and complaints in a timely and professional manner.

· Maintaining a respectful and impartial demeanor when dealing with diverse individuals and situations.

E. Computer Skills:

· Proficiency in using computer systems, word processing and spreadsheet software, email, court management software, and databases.

· Ability to input and retrieve data accurately and efficiently.

· Experience with electronic filing systems (e-filing) for court documents.

F. Confidentiality and Ethics:

· Maintaining confidentiality of sensitive information and court proceedings.

· Adhering to ethical standards and codes of conduct for court personnel.

· Upholding integrity and impartiality in performing job duties.

G. Time Management:

· Managing multiple tasks and priorities efficiently in a fast-paced court environment.

· Meeting deadlines for court filings, document processing, and administrative tasks.

· Flexibility to adapt to changing priorities and workload fluctuations.

H. Collaboration and Teamwork:

· Working collaboratively with judges, attorneys, court staff, and other stakeholders.

· Participating in team meetings, trainings, and professional development activities.

· Supporting colleagues and contributing to a positive work environment.

I. Problem-Solving and Decision-Making:

· Identifying issues or challenges in court processes and proposing solutions.

· Making sound decisions based on knowledge of legal requirements and court policies.

· Handling conflicts or disputes with professionalism and diplomacy.

In evaluating candidates for this position, Menominee County may consider a combination of education, training, and experience which provides the necessary knowledge, skills, and abilities to perform the duties of this position.

Physical Requirements

· Extended periods of sitting at a desk and working on a computer.

· Extended periods of repetitive hand movements for typing, counting money, and writing.

· Extended periods of standing or walking.

· Requires ability to squat, crouch, kneel, and bend.

· Requires ability to push, pull, and reach above shoulder.

· Ability to lift up to 25 pounds.

Work Environment

· Work is primarily indoors.

· Frequently work with irritated/agitated individuals.

EOE / ADA Statement

Menomonee County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, Menomonee County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Nothing in this job description limits management’s right to assign or reassign duties and responsibilities to this job at any time. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employee and company and is subject to change by the employer as the needs of the employer and requirements of the job change.

Job Type: Full-time

Pay: $19.42 - $22.19 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• No nights
• No weekends

Work Location: In person

Salary : $19 - $22