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 III
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:

Performs a variety of complex clerical duties according to established policies and procedures. 

ESSENTIAL DUTIES AND RESPONSIBILITIES:
  • Assists telephone callers and walk-in visitors by providing information on all aspects of the County Clerk's Office. 
  • Regularly performs all functions described for the Vital Records Clerk including processing vital records, indexing records on the computer, verifying the accuracy of records and all other tasks as necessary.
  • Issues marriage licenses by checking residency, reviewing applications for completeness, accepting and receipting fees, and preparing marriage licenses. 
  • Completes copy of marriage certificate upon return of original, enters in computer and files.
  • Proof, processes, copies and distributes licenses.
  • Sets up Circuit Court restitution files, applies payments to accounts and orders checks by vouchers to be paid to victims. 
  • Responds to inquiries regarding accounts or procedures.
  • Types and distributes Board agenda. Attends Board of Commissioners meetings in absence of County Clerk, Chief Deputy or Senior Deputy Clerk Coordinator. 
  • Copies minutes into the minute book. 
  • Certifies indexes and distributes adopted resolutions of the Board. 
  • Indexes Board minutes.
  • Maintain all aspects of jury management.

·         Maintain the Jury Management System, inclusive of contacting potential jurors, issuing summons, and providing all need data to judges, attorneys and jurors as needed.

  • Assists Election Manager with all aspects of election process.
  • Assists the Election Manager with election activities by organizing materials to be mailed to candidates, proofreading ballots, maintaining and ordering election supplies, and performing related election activities.
  • Receives, reviews and indexes documents related to campaign finance.  Includes sending notices of filings due, late fees, errors and omissions, and instructing candidates and others on related laws and regulations.
  • Ability to maintain and understand the processing and execution of civil, criminal and domestic docket.
  • Answers the main telephone line of the Clerk's Office and responds to inquiries related to, and the processing of vital records and other functions of the office, directs other callers to proper office or individual.

·         May act as a cashier, accepting payments, entering payment information into the case management system, applying cash bonds to fines/costs and balancing cash drawer at the end of the 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, election filings, campaign finance filing, election preparation 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. 

·         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.

·         Process mail requests and filings.

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

·         Performs complex data entry.  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.

·         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.

·         including checking for completeness of documentation.

·         Has a complete knowledge of the election process and the ability to organize, execute and manage the election process.

·         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.

·         Routinely leads and mentors entry-level staff. 

·         May assist with the training of new employees.

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

·         Contributes to the efficiency and effectiveness of the County Clerk’s service to its customers by offering suggestions and directing or participating as an active member of the Team.

·         Assigned desk duties related to outside agencies such as Secretary of State, Probation, Law Enforcement, etc.

·         Handles daily cash and deposit duties in the absence of the County Clerk, Chief Deputy County Clerk or Deputy Senior Clerk Coordinator.

·         May process and coordinate media requests.

·         Assists other court clerks in the performance of their duties. 

·         Performs other duties as assigned.

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

·         Possesses the proficient ability to support and back up as needed all operational functions within the office as directed by the County Clerk.

·         Other duties as assigned.

SUPERVISION RECEIVED:

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

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.

·         Bachalor’s degree preferred. 

·         Verifiable equivalent professional work experience in a business, legal or office administration field

·         One to three years of progressively responsible professional level work experience in a court or legal setting 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.

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

·         May be required to obtain LEIN TAC certification.

 

 

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.

·         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