Job Descriptions

The statements contained in the job description are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not to be construed as an exhaustive list of all job requirements or duties performed. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

To view job postings for open vacancies, please refer to the following link: Job Openings at St. Clair County.

Title: Deputy Senior Clerk Coordinator
Department: County Clerk Updated: 02/2018
Division: Office of the County Clerk FLSA Status: Non-Exempt
Bargaining Unit: AFSCME 1089 Wage Range: Not Available

Under direction but with the ability to make independent decisions, the Deputy Senior Clerk Coordinator is  responsible for the overall daily coordination of the office in the absence of the County Clerk and/or Chief Deputy County Clerk or as assigned.  Responsibilities include training employees; planning, assigning and directing work, handling customer matters and discretionary decision making. Performs accounting and financial management activities and ensures the accountability of funds collected, deposited, distributed and disbursed.  Ensures accuracy and completeness of data, quality of service and compliance with internal controls, government requirements, regulations and policies. 


·         Responsible for overseeing the training of staff. 

·         Plans, organizes, assigns, directs, reviews and evaluates the work of staff ensuring the consistent application of personnel policies.

·         Routinely leads and mentors staff. 

·         Counsels Deputy Clerks/Registers regarding policy, procedure and performance issues.  Recommends solutions for improvement and disciplinary action as appropriate. 

·         Reviews workflow of the court to determine efficiency and makes necessary recommendations for improvement.

·         Processes and coordinates media requests.

·         Responds to inquiries in person, by email and via telephone, providing information to judges, attorneys, court personnel, law enforcement and the public, requiring the use of judgment and the interpretation of policies, rules or procedures.

·         Operates in an organized manner; sets priorities and meets critical deadlines.

·         Compiles and summarizes workload, caseload and other statistical reports for the County Clerk’s review.

·         Receives, interprets and disseminates correspondence from online computer systems; prepares a response to outside sources on behalf of the Court.

·         Researches, understands, interprets, explains and utilizes statutes relating to court procedures; understands, explains and applies legal terminology; reviews legal documents for correctness of form, completeness of information and conformance with requirements; explains laws, regulations and procedures regarding completion and filing of legal documents, ascertains compliance and provides appropriate information to concerned parties.

·         Assists staff in handling complaints and inquiries from the public.

·         Assists Court Clerks with case processing issues and advises on the appropriate course of action.

·         Participates in management meetings with the County Clerk and/or Chief Deputy County Clerk to the development of policies/procedures, office improvements and administrative operations.  Offers solutions to administrative problems and assists in the development of new or modified procedures to enhance court effectiveness.

·         Oversees the processing of cases within each division. Ensures that proper case documentation is prepared and maintained, cases are closed in an appropriate manner and that other case processing is performed as required.

·         Effectively contributes to promoting a positive work environment consistent with the County Clerk’s goals and objectives.

·         Handles daily cash and deposit duties in the absence of the County Clerk or Chief Deputy County Clerk or as assigned.

·         Assists court clerks in the performance of their duties.

·         Schedules coverage when absences occur.

·         May perform County Clerk or Chief Deputy County Clerk duties as necessary.

·         May perform Deputy Court Clerk I, II or III duties as needed.

·         Provides customer needs assessment, meets quality standards for services, and evaluates customer satisfaction.

·         Calculate figures and amounts such as interest, percentages and late fees.

·         Recognizes and reconcile discrepancies in financial records.

·         Provide employees with training and guidance in handling difficult or complex problems or in resolving escalated complaints or disputes.

·         Responsible to work with, maintain current knowledge of and manage applicable software programs.

·         Ability to determine, coordinate and delegate activities necessary to achieve the court’s objectives.

·         Other duties as assigned.


Work is performed under the general supervision of the County Clerk/Register of Deeds and Chief Deputy County Clerk.


Assigns and coordinates work by and among staff members and oversee daily tasks and workload according to operational rules, regulations and in accordance with the Court’s policies.



·         Deputized and approved in accordance with MCL 50.63.

·         Graduation from an accredited high school (GED acceptable) and an Associate’s degree in Business Administration, Management or a closely related field required.

·         Bachelor’s degree desired.

·         3-5 years of progressively responsible professional level work experience in a court or legal setting preferred. 

·         Proven customer service work experience desired.

·         An equivalent combination of relevant professional work experience supplemented by technical training, college coursework and/or certification in a business, legal or office administration field may substitute for degree requirement.

·         Manage and direct departmental operations, including budgeting, strategic planning. Knowledge of and interpret applicable federal, state and local regulations. Develop, apply and explain department and County procedure and policies. Plan and coordinate work staff activities, prioritize, instruct, set deadlines, objectives, measure success, and make recommendations and resolve issues. Methods of research, planning, conducting and implementing major studies or projects. Design and recommend new forms, reports or procedures. Ability to understand and work in complex data processing system, analyze data and exercise sound financial judgement. Analyze administrative problems, evaluate alternatives and implement sound solutions. Prepare and present reports, speeches or training programs to groups. Provide training and guidance in handling difficult or complex problems or resolving escalated complaints or disputes. Work independently with limited direct supervision. Coordinate activities with other departments.                       

·         Complex accounts receivable/payable practices, banking procedures, third party billing and private pay processes.  Proficient in accounting software, i.e. Bi-Tech or One Solution. Ability to reconcile financial reports or records; process department payroll; prepare and reconciled journal entries; purchasing procedures. Knowledge of accounting principles, audit standards, budgeting; annual financial reporting; and IRS practices for Federal, State and Local. Knowledge of liability coverage and claims procedures.         

·         Writing, reading, mathematical principles; proficient computer skills-Microsoft Office Suite, Outlook; exercise sound judgement and decision making in accordance with policies and procedures; ability to research and problem solve independently; knowledge of County operations and functions; ability to prioritize and time manage; handle stressful situations, provide effective and friendly customer service; support the County's mission and values; ability to think critically where necessary.    

·         Knowledge or understanding of basic administrative tasks: operate standard office equipment; document management; prepare and maintain records, various correspondences and reports; answer general inquiries and refer as necessary; answer telephone calls, process mail, order supplies/equipment; prepare meeting agendas, attend meetings, record/transcribe/distribute minutes; entering, transcribing, recording, storing or maintaining information in written or electronic form with speed and accuracy; maintain calendars, arrange meetings, schedule rooms and equipment as necessary.    

·         Ability to communicate effectively and efficiently with management, co-workers and clients; obtain and communicate accurate information; apply common sense understanding to complex instructions and respond accordingly;  communicate complex ideas through graphs, charts, presentations, reports or other professional correspondence.


·         Ability to demonstrate predictable, reliable, and timely attendance.                

·         Ability to read, write & communicate in English; follow written and verbal instruction and understand basic mathematics and figure checking.              

·         Ability to interpret and apply procedures, rules, technical information, instructions, manuals to complete tasks accurately and on schedule.                                     

·         Ability to learn from directions, observations, and mistakes; and apply procedures using good judgement.                                                                      

·         Ability to use discretion and maintain sensitive and confidential information.     

·         Ability to work independently or part of a team; ability to interact appropriately with others such as County officials, employees, vendors and the general public.

·         Ability to work under supervision, receiving instructions/feedback, coaching/counseling and/or action/discipline.                                             

·         Adaptability to change in the work environment, managing competing demands and ability to deal with frequent changes, delays or unexpected events.

·         Knowledge of principles and processes for providing customer and personal services including customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction

·         Proficient skills using Microsoft Office programs including, but not limited to: Word, Excel, Access, and Outlook required.  Proficiency may be tested.      

  • Prior to starting employment, the candidate must complete a satisfactory background check.  The background check is understood to encompass all forms of pre-employment screening, including but not limited to: drug screen, physical, criminal background, driving record, sex offender registry, education, training and licensing verification, employment history, credit check, and professional and personal references.

·         Possess a valid State of Michigan Operator’s License and maintain eligibility to drive as per the County’s vehicle policy throughout employment in this position.

·         Employees in this class will be required to take an "Oath of Office" to follow the Constitution of the United States and the Constitution of the State of Michigan in carrying out their duties.

·         Must obtain and maintain LEIN certification throughout employment in this position. 




The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job with or without accommodations.  Reasonable accommodations will 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:

·         Speak to others to convey information effectively.

·         Read, interpret and understand procedures, rules, technical information, instructions and manuals.

·         Hear and understand information presented through spoken words and sentences.

·         Specific vision requirement includes close vision, distance vision, color and depth perception.

·         Use hands to operate a computer, handle materials and operate equipment.

·         Push or pull carts, reach with hands and arms forward, above and below shoulder level.

·         Lift, move or carry objects, equipment and supplies weighing up to 25 pounds.

·         Sit, bend, stoop, crouch, crawl and kneel in an ergonomically correct manner.

·         Stand and walk, climb stairs.

·         Use stools up to 3 steps.

·         Normal office hours are from 8:00 a.m. through 4:30 p.m., however due to the nature of the work hours may include occasional overtime or reassignment of hours.

·         Generally works in a normal office environment.

·         The noise level in the work environment is moderate with many interruptions.




Disclaimer: The statements contained in this job description are intended to describe the general nature and level of work being performed by individuals assigned to this position.  They are not to be construed as an exhaustive list of all job requirements or duties performed.  The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.





It is the policy of St. Clair County not to discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, age, marital status, disability that does not prevent performing essential job functions or because he or she is a protected veteran.


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Contact Information

Human Resources
200 Grand River Avenue, Ste. 206
Port Huron, MI 48060

Phone: (810) 989-6910
Fax: (810) 985-3493
Email: Human Resources