Livingston County
  • 03-Oct-2018 to 17-Oct-2018 (EST)
  • District Court
  • Howell, MI, USA
  • $19.3906
  • Hourly
  • Full Time

Comprehensive Benefit Package Available - BCBS Health & Dental, Vision, Life Insurance, Disability, EAP, Pension, 457, Wellness & Telemedicine


Position Summary:

Under the supervision of a Trial Court Judge, is responsible for case flow management by scheduling matters to be heard by the judge and coordinating the scheduling of proceedings with the Prosecutor's Office, attorneys and other involved parties.  Serves as an administrative assistant to the judge and types correspondence, orders, opinions and other documents.  Maintains records on court activity, prepares required reports for the State Court Administrative Office, and assists with the coordination of court activities with other agencies.  Will be required to perform the duties of a court recorder if assigned to District Court.

Benefits:

  • Hybrid pension plan which includes a Defined Benefit & 401a with an employer match
  • Comprehensive Medical, Pharmacy, Dental & Vision
  • Optional Voluntary 457 Deferred Compensation plan
  • Voluntary Long-term disability
  • Employer paid Basic Life & AD&D insurance
  • Health & Dependent Flexible Spending Accounts
  • Paid vacation, sick days & 13 Holidays.
  • Tuition Reimbursement
  • Up to $500 annual Wellness reimbursement & $100 incentive for completing your annual physical & Health Assessment.
  • Voluntary benefits such as Accident, Critical Illness, Hospital & Whole Life policies
  • Employee assistance program

Pay Rate Information:

The Judicial Secretary/Assignment Clerk is a Union position and starting pay is $19.3906/hr.  This position is eligible for step pay increases within our Court Bargaining Agreement Grade 6 Wage Scale.  Top end of the current wage scale for this position is $23.1722/hr.

 

Essential Job Functions:

An employee in this position may be called upon to do any or all of the following essential functions. These examples do not include all of the duties, which the employee may be expected to perform. To perform this job successfully, an individual must be able to perform each essential function satisfactorily.

  1. Schedules all civil, criminal, and domestic pre0trials, evidentiary hearings, trials sentencings, bench warrant arraignments and other matters to be heard by a Trial Court Judge.  Coordinates scheduling with Prosecutor's Office, attorneys, and other involved parties and ensures scheduling is done within Supreme Court guidelines.

  2. Assists all Trial Court staff, including Circuit, District, Juvenile, Probate, Friend of the Court and Specialty Courts with assigned docket and scheduling when cases are reassigned due to Livingston County Concurrent Plan reassignment, disqualification, or assisting with docket balancing.

  3. Handles docket and order preparation and maintains document and filings for all the Specialty Courts.  Works with the Grant Advisor providing documentation for statistical data in addition to al confidential documents.

  4. Receives requests for adjournments and determines whether to grant or recommends to judge whether such requests should be granted. Prepares and distributes adjournment forms and works with attorneys to reschedule matters.

  5. Prepares criminal pre-sentence investigation folders and collects reports while ensuring timeliness for sentence dates.  Maintains the filing system for access and storage purposes.  Prepares and mail copies for appellate purposes.

  6. Serves as administrative assistant to a judge.  Organizes the judge's calendar, opens and screens all mail, and maintains office filing and mail systems.  Orders and keeps track of supply needs and serves as contact person for Facility Services, contractors and other departments.  Processes bi-weekly payroll records for office employees when required.  Prepares agendas, secures meeting rooms, and coordinates with various schedules.  Handles travel plans and needs.

  7. Communicates daily with the Livingston County Jail staff coordinating transport of lodged inmates.  Solves issues regarding bond orders, remands, release orders and next scheduled hearing dates.  Processing inmate mail.

  8. Engages in phone communications from internal and external parties regarding cases, scheduling and rescheduling, orders, adjournments, and general requests needing timely responses.  Directs parties to the correct area regarding information.

  9. Prepares complex Trial Court scheduling orders for all new complaints including Civil, Criminal, Domestic and Juvenile dockets.

  10. Receives and reviews orders prepared by attorneys for the signature of the judge.

  11. Greets all parties for pre-trials, evidentiary hearings and conferences.

  12. Answers and screens all calls and visitors for the judge, responds to inquiries regarding court schedule and procedures and determines whether the attention of the judge is required.

  13. Assists attorneys and the public by providing information on cases, court schedules, and court procedures.  Schedules appointments and meetings for the judge and prepares and organizes material for the meeting.

  14. Assists with the case flow management of the court, attempting to process cases efficiently and avoid unnecessary delays.  Monitors the progress of cases of assigned Trial Court Judge and enters information on the court actions to case file and/computer.  Attempts to stay within the guidelines set by the Michigan Supreme Court for the final disposition of cases.
     
  15. Maintains the court calendar and regularly updates based on courtroom docket notes, written orders of adjournment or other actions.

  16. Advises the Circuit Court Administration regarding the number of jurors needed for felony cases, prepares juror notices, secures juror numbers, copies questionnaire packets for attorneys, secures bailiff(s), responds to media requests, organizes meals for deliberating jurors and bailiff(s), accommodates juror needs and processes juror excuses.

  17. Schedules visiting judges and arranges courtroom space, coordinates cases for visiting judges, prepares reports for the State Court Administrative Office regarding cases heard by a visiting judge, and submits statements of visiting judges for payment.

  18. Coordinates court activities with the County Clerk's office regarding files, dockets, mediations, court proceedings, jury panels, and other matters.  Serves as liaison to other departments and agencies regarding court operations.

  19. Maintains records on court activity as required by Michigan Court Rules and prepares statistical reports required by the State Court Administrative Office.

  20. Performs other duties as directed.

COURT RECORDER DUTIES FOR DISTRICT COURT ASSIGNMENT

  1. Secures and maintains video equipment, Polycam, printers, iPads and other devices, and ensures that equipment is operating efficiently and accurately.  Ensures the courtroom is up and ready for the day's hearings.

  2. Pulls files for the day's docket from the County Clerk's Office.  Begins court room call, administers oath to witnesses, draws jurors and alternates, prepares and distributes jury seating chart, and provides other courtroom assistance as needed.  Maintains juror and exhibit lists.

  3. Monitors the video recording system in the courtroom, including ensuring that the people who are speaking are properly positioned to maximize recording.  Monitors equipment to ensure continuing recording quality and performs tasks required to secure video and audio records.
     
  4. Takes notes and maintains log of actions in court, including describing actions taken on each case, noting time case started and ended, noting appearance of witnesses, marking of exhibits and other actions.

  5. Prepares a variety of forms in the courtroom such as warrant recalls, orders to show cause, bond forms, requests for appointed counsel, and other forms.  Secures the signature of the judge as necessary.

  6. Enters hearing information into the database and prepares a variety of statistical summaries.  Prepares monthly trial activity report and files with the County Clerk.

  7. Take direction from the judge regarding support duties.

  8. Performs all other duties of a Court Recorder.

  Required Knowledge, Skills, Abilities and Minimum Qualifications:

The requirements listed below are representative of the knowledge, skills, abilities and minimum qualifications necessary to perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the job.

Requirements include the following:

  • High school diploma or equivalent supplemented by college or vocational training in office management and three years of progressively more responsible administrative support experience in a court, law office, or related setting.
  •  The county, at its discretion, may consider an alternative combination of formal education and work experience.
  •  Michigan Vehicle Operator's License.
  • If assigned to District Court: Electronic Recorder and Operator Certifications from the Michigan Supreme Court.
  • LEIN certification within six months of hire date.
  • Thorough knowledge of the principles and practices of administrative support in a court environment.
  • Considerable knowledge of office procedures, basic court proceedings and scheduling, State of Michigan Circuit Court system, procedures and statutes, basic budgetary and accounting principles, and maintaining detailed and accurate records.
  • Knowledge of basic court proceedings and the court system's procedures, and statutes.
  • Advanced skills 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 those requiring court services 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, court officials and the public.
  • Skill in the use of office equipment and technology, including Microsoft Suite applications, database use and the ability to learn new software programs applicable to the position.
  • Skill in the use of audio and video equipment.                  

    Physical Demands and Work Environment:
  • The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may 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 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 15 lbs. without assistance. Accommodation will be made, as needed, for office employees required to lift or move objects that exceed this weight.

    The typical work environment of this job is a business office setting where the noise level is quiet and sometimes moderate.

Livingston County
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