Job Description

JOB DESCRIPTION TITLE: Deputy Clerk DEPARTMENT: Clerk\xe2\x80\x99s Office REPORTS TO: County Clerk PAY GRADE: 4 SUMMARY Under the supervision of the County Clerk and Chief Deputy County Clerk, receives, processes and records documents for births, deaths, marriages and other records processed by the County Clerk\xe2\x80\x99s Office. Assists customers at the counter and by telephone by responding to inquiries related to vital records and the procedures of the County Clerk\xe2\x80\x99s Office. Performs a number of duties associated with elections including training of election workers, update and loading of electronic data and QVF data entry. Performs various duties in support of the Courts while functioning as a clerk to Judges and as a back-up for other employees. Performs bookkeeping tasks to assist in the management of accounts receivable and other financial functions. REQUIRED KNOWLEDGE, SKILLS AND ABILITIES Requirements include the following:

• High school diploma and two years of experience in vital records or records management.

• The County, at its discretion, may consider an alternative combination of formal education and work experience.

• Completion of various certifications required for election activities participation.

• Certification as a Notary Public
• Ability to maintain office confidentiality.

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• Knowledge of court proceedings and the State of Michigan Court system, court procedures, practices and statutes, analyzing and researching statues and case law and preparing and interpreting legal documents, and maintaining files.

• Skill in proofreading, reviewing forms, documents, preparing transcripts, and reports.

• Skill in assembling and analyzing data and preparing comprehensive and accurate reports.

• Skill in effectively communicating ideas and concepts orally and in writing.

• Demonstrated ability to maintain professional integrity and respect for victims, witnesses, and families, including the ability to effectively meet and deal with the public.

• Ability to establish effective working relationships and use good judgment, initiative and resourcefulness when dealing with County employees, contractors to the County, representatives of other governmental units, professional contacts, elected officials, and the public.

• Ability to assess situations, solve problems, work effectively under stress, within deadlines, and in emergency situations.

• Skill in the use of office equipment and technology, including Microsoft Suite applications and court-related software, and the ability to master new technologies.

ESSENTIAL DUTIES AND RESPONSIBILITIES This list may not be inclusive of the total scope of job functions to be performed. Duties and responsibilities may be added, deleted, or modified at any time. 1. Provides counter assistance and intakes, processes and issues copies of vital records, including birth, marriage and death certificates, concealed weapons applications, passports, Doing Business As (DBA), and other records, and explains the procedures of the Clerk\xe2\x80\x99s Office. Provides assistance to Funeral Directors in accepting, processing and issuing certified copies of death certificates. 2. Answers telephone calls to the Clerk\xe2\x80\x99s Office and responds to inquiries related to the processing of vital records and other functions of the office, or directs the caller to the appropriate department or individual. 3. Accepts and processes documents, collects fees, and files papers after recording. 4. Updates and maintains information in the Qualified Voter File. Maintains the voter registration file by entering into the computer changes and additions from local units, the 2 Secretary of State, and the office. Processes voter registrations received from the Secretary of State and office, and distributes to appropriate township and city clerks on a weekly basis. Provides poll lists for all elections as required by law. 5. Assists in election preparation and conduct. Sends proof ballots to those seeking a position on the ballot, assists in conducting election training for precinct inspectors, and programs memory cards. Advises precinct inspectors and township officials on the use of the Electronic Poll Book and troubleshoots related issues. 6. Processes assumed names and co-partnerships by checking for proper documentation, and responding to related inquiries at the counter and by telephone. Participates in the indexing and recording of such instruments. 7. Enters information on office records into the computer and retrieves information to respond to inquiries. Proofreads computer-indexed information. Scans and indexes both historic and current information. 8. Serves as primary clerk to the Probate Judge. Attends Circuit Court/Family Division on court days to keep case records concerning the proceedings. Reviews files prior to the court hearings to ensure that necessary documents for the proceedings have been filed and that any court fees required by law have been paid. 9. Provides information, but not legal advice, to all parties involved in Circuit Court cases. 10. Assists attorneys and their staff with the filing of court documents and court procedures. 11. In the absence of the Deputy/19th Circuit Court/Family Division attends hearings. Opens the court session, administers oaths to prospective jurors, draws names from the jury pool, swears in witnesses, maintains a log of all exhibits and the exhibits themselves and maintains records of appearances by jurors for payment purposes. Assist in the typing of the criminal sentences for the 19th Circuit Court. 12. Maintains statistics as required by the State Court Administrator\xe2\x80\x99s Office. 13. Answers inquiries regarding court files, may involve researching records and making copies of documents in the court files, if allowed by law. 14. Opens court cases by accepting and processing legal documents, starting with a case file number, issuing summonses and collecting fees. Prepares files for transfer to the Court of Appeals and the Michigan Supreme Court. 15. Assists the Chief Deputy in a number of financial duties including the collection of costs, bond, fines and restitution for multiple departments. All of which have various reports and disbursements that must be handled on a timely basis. Balances the cash drawer and receivables. Handles the Courts collection program for fines and costs, including research 3 of persons, billing, past due accounts, show cause and appear in court for collection purposes. Performs other duties pertaining to accounts receivables. 16. Maintains health, dental, intensive care and cancer insurance payment records for retirees and COBRA participants. 17. Assists customers at the counter with genealogy and also responds to genealogy requests received by mail and email. 18. Attends workshops, seminars and training required to remain current with job requirements and law changes. 19. Accepts Notary applications, fees and Notary bonds, certifies application and administers Oath of Notary. 20. If so directed, assumes responsibility for defined management responsibilities in the absence of the Count Clerk and Chief Deputy. 21. Performs a variety of other support tasks such as completing forms and other documents, preparing certified copies of records, and assisting with processing incoming and outgoing mail. 22. Performs other duties as required. PHYSICAL REQUIREMENTS This job requires the ability to perform the essential functions contained in this description. These include, but are not limited to, the following requirements. Reasonable accommodations will be made for otherwise qualified applicants unable to fulfill one or more of these requirements. While performing the duties of this job, the employee is regularly required to communicate in person and by telephone, read regular and small print, view and produce written and electronic documents, and enter data on a computer keyboard with repetitive keystrokes. The employee must be mobile in an office setting, stand, sit, stoop and kneel, use hands to finger, handle, or feel, and reach with hands and arms. The employee must lift or push/pull objects of up to 20 lbs. without assistance. Accommodation will be made, as needed, for office employees required to lift or move objects that exceed this weight. 4 WORKING ENVIRONMENT The typical work environment of this job is a business office setting where the noise level is quiet and sometimes moderate. Approved: Revised: 5 Job Type: Full-time Pay: $16.75 - $21.78 per hour Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• Monday to Friday

Education:

• Associate (Preferred)

Work Location: In person

• Health insurance