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 Clerk II
Department: County Clerk Updated: 02/2018
Division: Office of the County Clerk FLSA Status: Non-Exempt
Bargaining Unit: AFSCME 1089 Wage Range: Not Available
POSITION SUMMARY:

The Deputy Clerk II performs a variety of complex clerical duties according to established policies and procedures. 

ESSENTIAL DUTIES AND RESPONSIBILITIES:
  • Provides counter assistance, issuing copies of vital records such as birth, marriage and death certificates, concealed weapons permits, DBA's, and other records, and explaining the procedures of the Clerk's/Register of Deed’s office and laws governing each type of record.
  • Answers telephone calls to the Clerk's/Register of Deed’s office and responds to inquiries related to the processing of vital records and other functions of the office.
  • Directs other callers to proper office or individual.
  • May serve as senior worker for the vital record management of the Clerk's Office, includes assisting with training and assisting with questions regarding operational or procedural matters.
  • Prepares and processes various documents such as concealed weapons permit applications, assumed names, co-partnerships, and real estate recordings by checking for proper documentation, adherence to state requirements, and typing and preparing the final record.
  • Backs up other staff in the indexing and recording of such instruments.
  • Assist’s the Election Manager with all aspects of the election process when needed.
  • Provides counter assistance in issuing copies of vital records such as birth, marriage and death certificates, and real estate recordings assisting customers completing applications and explaining the procedures of the Clerk's/Register of Deed’s office.
  • Answers the main telephone line of the Clerk's/Register of Deed’s office and responds to inquiries related to the processing of vital records and other functions of the office, directs other callers to proper office or individual.
  • Issues marriage licenses by checking residency, reviewing application for completeness, accepting and receipting fees and preparing marriage licenses.
  • Processes birth certificates by reviewing for completeness, making copies and filing.
  • Receives and reviews for proper completion death records from funeral directors, makes copies, processes and forwards to the Health Department.
  • Enters information from DBA's into the computer.
  • Enters information on office records into the computer and retrieves information to respond to inquiries.  Proofreads computer indexed information.
  • Responds to requests for vital records from people doing genealogical research and supplies
  • requested information as possible.
  • Performs a variety of other support tasks such as typing forms for elections and other activities, preparing certified copies of records, assisting with mailings and related support tasks.
  • Provides lists of marriage licenses issued to local newspapers.
  • Assists genealogists with genealogy searches.
  • Performs a variety of other support tasks such as typing forms and other documents, preparing certified copies of records, assisting with mailings, and related support tasks.
  • Ability to maintain and understand the processing and execution of civil, criminal and domestic docket.

·         May act as a cashier, accepting payments, court filings or applications, entering payment information into the case management system, applying cash bonds to fines/costs.  May balance cash drawer at end of day.

·         Receives, distributes and files documents and other records according to established filing procedures.

·          Process customer request and applications, birth, death, marriage, DBA, notary, CPL, document request, document filing, real estate recordings, etc.  

·         Confers with and provides information to staff, judges, attorneys or the public upon request.

·         Operates bar code labeler and scanner, checking for clarity and exactness. 

·         May receive and process telephone and online credit card payments of fines, costs, restitution and other assessments, and enter payment information into the case management system. 

·         Prepares marriage licenses.

·         Process mail requests and filings.

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

·         Assists other Deputy Clerks in the performance of their duties.

·         Performs other duties as assigned.

·         Performs complex data entry into all systems used within the County Clerk’s/Register of Deed’s office. 

·         Operates a computer terminal to record receipt of case documents and other pertinent case information in the case management system, including adjournments, dispositions, notices, judgments and other information.

·         Index court documents

·         Includes generating forms, correspondence and legal documents, filing papers, collecting fees and ensuring case scheduling and the service of process.

·         Opens, enters and processes a variety of criminal and civil matters including new cases, issuing notices, entering attorney appearances, dispositions, adjournments, etc.

·         May serve as Court Clerk for the courtroom and enter court activity in Register of Actions

·         Schedules court proceedings and hearings and enters the outcome into the computer.

·         Reviews court files to determine readiness for hearings, trials, dismissals and other court proceedings; including checking for completeness of documentation.

·         Performs other duties as assigned.

  • Proofreads birth and death certificates before mailing to the State.

·         Prepares marriage licenses.

·         Process Vital Records inclusive of state reporting and billing.

·         May manage, maintain and oversee all aspects of civil, domestic or criminal docket.

·         Responsible for proper work flow related to particular docket.

·         Reviews court files to determine readiness for hearings, trials, dismissals and other court proceedings.

·         Operates a computer terminal to record receipt of case documents and other pertinent case information in the case management system, including adjournments, dispositions, notices, judgments and other information.

·         Opens and processes a variety of court cases including general civil, domestic civil and criminal.  Includes generating forms, correspondence and legal documents, filing papers, collecting fees and ensuring case scheduling and the service of process.

·         Opens, enters and processes a variety of criminal matters including new cases, issuing notices, entering attorney appearances, dispositions, adjournments, etc.

·         Exhibit familiarity with State of Michigan real estate recording requirements.

·         Ability to explain the structure and workings of the Official Public Record as it pertains to the Register of Deed’s office to customers and the public.

·         Record real estate documents in accordance with State of Michigan requirements

·         Abilty to research the public record to supply customers with documents and information as requested.

·         Effectively use all software products used in the Register of Deed’s office.

·         Execute the recording process for real estate documents

  • Other duties as assigned.

 

SUPERVISION RECEIVED:

Work is performed under the direction of the County Clerk, Chief Deputy County Clerk and the Deputy Senior Court Clerk.

SUPERVISORY RESPONSIBILITIES:

N/A

EXPERIENCE, SKILLS, EDUCATION:

·         Deputized and approved in accordance with MCL 50.63.

·         Graduation from an accredited high school (GED acceptable) supplemented by technical training, college coursework and/or certification in a business, legal or office administration field required.

·         Associate’s degree preferred. 

·         Verifiable equivalent professional work experience in a business, legal or office administration field may substitute for education.

·         One to three years of responsible professional level work experience in a court, legal, or other setting deemed acceptable required. 

·         Proven customer service work experience desired.

·         Writing, reading, mathematical principles; proficient computer skills-Microsoft Office Suite, Outlook; exercise sound judgment 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.

 

ESSENTIAL ABILITIES FOR ALL ST. CLAIR COUNTY JOB CLASSIFICATIONS:

·         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 judgment.                                                                        

·         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.      

 

CONDITIONS OF EMPLOYMENT:
  • 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.

 

PHYSICAL REQUIREMENTS AND WORKING CONDITIONS:

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 40 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.

                                                                                                  


AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER

 

 

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