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JOB SUMMARY
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Under the supervision of a higher classified employee, serves as a senior worker performing the more difficult and responsible clerical, legal and administrative support tasks, which require independent judgment, understanding of departmental operations, proficiency in data entry/word processing skills, and ability to handle a variety of tasks.
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EXAMPLES OF DUTIES
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Essential Duties
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Independently prepares and files various documents including warrants, witness lists, subpoenas, writ of habeas corpus, motions, orders, and other time sensitive materials of a routine or confidential sensitive nature.
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Processes discovery requests in accordance with statutorys timelines. This includes copying physical media, such as DVDs and flash drives, and sending out electronic media from a variety of programs.
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Organizes and maintains an extensive legal record system. Opens, closes and updates all felony, misdemeanor, juvenile, and child support cases for District, Circuit, and Probate Court.
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Interviews clients involved with specific cases, both in-person and over the telephone, in order to draft initial court pleadings for child support and paternity actions.
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Responsible for purging or scanning physical files and media on a regular basis following State mandated timetables and procedures.
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Rotates working independently on weekends and holidays, preparing complaints and warrants for arraignment of in-custody defendants, as mandated by the Michigan Court Rule.
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Responds to a variety of inquiries from various police agencies, clients, court personnel, media, governmental agencies, judges, lawyers and the public exercising discretion and using knowledge of departmental rules, practices and procedures.
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Receives, screens and routes a high volume of telephone calls, exercising judgement and discretion in the release of information and method of priority, and utilizing de-escalation techniques with hostile callers.
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Screens a mail, faxes, emails, and MiCase messages to either process, respond to, or route to appropriate staff member.
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Generate and prepare all Circuit, District, Probate, Violation of Parole, Personal Protection Order and Juvenile court dockets/files for attorneys.
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Creates school disposition report and state wide school information policy report for Washtenaw County Intermediate School District as required by State Law.
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Processes all Victim Rights requested forms; creates files and updates victim information into databases and generates all Initial Victim Rights letters sent to crime victims as mandated by the Michigan Crime Victim Rights Act.
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Organizes travel arrangements for out of town victims and witnesses, including but not limited to flight arrangements, lodging accommodations, and meals.
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Informs victims and witnesses of their requirement to be present at scheduled Circuit Court Jury Trials.
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Reviews and evaluates cases sent by the Office of Child Support using independent judgement within designated guidelines.
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Completes civil service of process on defendants in child support actions.
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Organizes and maintains State Child Support System (MiCSES)
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Schedules and collects DNA samples for genetic testing in paternity cases.
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Utilizes a variety of office equipment.
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Creates and maintains work manuals and training materials.
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Trains new and existing employees, as well as conducts department-wide trainings on new procedures for both lateral and superior staff.
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Utilizes office systems such as Adult Case Tracking, Juvenile Case Tracking, JIS, eNACT, MiCSES, Odyssey, OnBase, OneSpan and Microsoft office.
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Resolves criminal history discrepancies by looking up cases in internal systems, court systems and iChat, and communicating with local and state police agencies.
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Reviews child support cases for client cooperation per Office of Child Support policy and independently makes decisions on client cooperation that result in the suspension or termination of client public assistance benefits, including Medicaid, FAP, and SER benefits.
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Ascertains defendant location using resources such as law enforcement databases, federal and state new hire databases, and Secretary of State Queries.
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Orders office supplies and equipment.
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Ensures invoices are ready for payment and prepares check requests.
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Administers oaths to notarize documents.
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Completes quarterly and annual trainings for the Office of Child Support, in line with state and federal regulations.
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Analyzes alternatives and make recommendations regarding matters related to office programs and policy.
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Performs legal tasks and duties assigned.
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The above statements are intended to describe the general nature and level of work being performed by employees assigned this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.
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EMPLOYMENT QUALIFICATIONS
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Knowledge, Skills, and Abilities:
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Concepts and terminology related to the legal system, from pre-trial through appeal stages.
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Techniques of legal pleadings and related document writing.
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Computer applications related to work.
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Methods of obtaining information from and providing information to individuals of varied socioeconomic backgrounds.
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Standard office practices and procedures, including the use of standard office equipment.
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Explaining laws, regulations, court processes, and court decisions.
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Organizing work, setting priorities, and meeting critical deadlines.
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Using tact, discretion, initiative, and independent judgment on a daily basis.
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Recordkeeping principles and practices to maintain accurate files and records.
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Establishing and maintaining effective working relationships and communicating with clients, law enforcement, and other government agencies.
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LICENSES/CERTIFICATIONS
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Ability to become a notary once hired.
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BACKGROUND CHECK
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Staff will be subject to a criminal history background check
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PHYSICAL DEMANDS
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Duties require sufficient mobility to work in a normal office setting and use standard office equipment including a computer, vision to read printed materials and a computer screen and hearing and speech sufficient to communicate in person or over the telephone.
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These requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.
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EDUCATION
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Possession of a high school diploma or equivalent, with some courses in typing. Completion or equivalent of two (2) years of college with major coursework in legal technology, paralegal studies, criminal justice or a field related to the work is preferred.
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EXPERIENCE
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A minimum of one (1) year of clerical experience in a legal setting involving typing, and extensive use of computer applications, keeping of court-related and other legal records, generating and processing legal orders and filing court documents. Must have knowledge of and familiarity with the Michigan Court system.
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NECESSARY REQUIREMENTS
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Prior to applying, applicants must pass a typing test at 40wpm and pass the clerical exam on the 20th percentile. NOTE: All clerical and typing tests must be updated every two (2) years.
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This class description intends to identify the major duties and requirements of the job and should not be interpreted as all inclusive. Incumbents may be requested to perform job-related duties other than those outlined above and may be required to specific job-related knowledge for successful job performance.
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FILING DEADLINE: 12/31/24
CONTROL NUMBER: 2412-4000-1757-0008
AN EQUAL OPPORTUNITY EMPLOYER
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