Circuit Court Clerk/ Recorder

Newaygo County Careers; White Cloud (MI); On-site; USD 42,000 - 65,000; Full time

Benefits offered by this job

Retirement benefits

Health insurance

Job summary

Newaygo County Circuit Court is seeking a Circuit Court Clerk/Recorder to manage case initiation, hearings scheduling, and court proceedings documentation. The role requires maintaining the court record, generating orders, and coordinating with agencies and attorneys.

Proficiency in word processing and legal terminology is essential, with certification as Electronic Court Recorder within two years.

Qualifications

• Two years of work experience in a legal setting with substantial word processing experience.
• Ability to become certified as an Electronic Court Recorder within two years of employment.
• All offers contingent upon ability to pass background check and drug screening (marijuana).

Responsibilities

• Receives petitions and enters cases into the computer, sets hearings within statutory timeframes.
• Maintains court docket and coordinates schedules with attorneys, DHHS and other agencies.
• Pulls files for hearings and ensures materials, notices and orders are included.
• Prepares orders and documents for various case types and serves proper notices.
• Schedules next hearings and updates case management entries as required.
• Reviews orders for judicial signature and ensures compliance with rules; communicates with judges as needed.
• Receipting of money from fees, fines, and restitution; prepares vouchers and tracks payments.
• Operates electronic recording equipment as Certified Court Recorder and maintains transcripts and invoices.

Skills

Case management

Legal terminology

Word processing

Agency coordination

Education

High school graduation

Advanced coursework in word processing, legal terminology and legal secretarial areas

Tools

Polycom

Electronic court recording equipment

Job description

The Circuit Court Clerk/Recorder performs various functions in the Circuit Court. Responsible for the recording of all hearings in the Circuit Court and providing all transcripts as required by law, while meeting and maintaining proper certification as required by the Michigan Electronic Court Recorders Association (MECRA) and the State Court Administrative Office (SCAO). Maintains working knowledge of numerous functional areas of the court, primarily for the domestic caseload, however, would also include, but not limited to, functional areas in the Circuit Court Administrative Services, juvenile services (abuse/neglect, adoption and juvenile caseloads), criminal caseloads, civil caseloads and other programs and services offered by the court. Serves as primary point person for citizens, agencies and attorneys for all case management matters regarding judicial and court calendars. Utilizes various computer systems to maintain a proper record of case events and filings and reviews reports to ensure that the proper guidelines are achieved. Reviews all incoming orders and provides assistance to judges regarding all matters. Assists and coordinates with the Newaygo County Circuit Court Clerk’s Office, Friend of the Court, and other agencies for proper execution of court processes.

Newaygo County offers a generous fringe benefit package which includes retirement and health insurance with no payroll deduction. Additionally, longevity pay increases are available beyond the top hourly rate as listed above.

1. 1. Receives petitions from the prosecuting attorney and enters all cases into the computer. Sets all hearings within statutory time frames and in compliance with court rules for both delinquency and neglect cases. Serves as the primary contact, both in and out of the courtroom, regarding all case types for case initiation and progression through the stages of the legal system by setting hearings within statutory time frames, preparing orders/documents and maintaining the court record. Receives neglect and abuse and/or juvenile, adoption, name change, and emancipation petitions, domestic/civil filings and criminal complaints and enters all case information in the computer system. Provides notices to various agencies, attorneys and parties.
2. 2. Maintains the court docket by coordinating schedules via trial court calendars, motion/docket books and goldenrod calendar with attorneys, the prosecuting attorney, Department of Health and Human Services (DHHS), Newaygo County Jail and other agencies as needed. Coordinates judicial vacations and other important dates for both Newaygo and Oceana counties as part of the 27th Judicial Circuit. Responsible for conveyance of schedule information to security as necessary to maintain client and staff safety. Coordinates the use of Polycom with attorneys and the Michigan Department of Corrections (MDOC) for various hearings and ensures that the Polycom equipment is functioning properly. Ensures prisoner participation in court proceedings and assists parties appearing by phone, or other media methods, for various court hearings at the discretion of the presiding judge.
3. 3. Pulls files for court hearings scheduled for Newaygo County Circuit Court. Reviews files of matters to ensure proper notice and that all necessary materials and orders to conduct the hearing are included in the file.
4. 4. Prepares orders and legal documents required for abuse/neglect, adoption, name change, emancipation, civil/domestic criminal and juvenile files. Evaluates and generates the correct notice required by statue utilizing personal service and publication.
5. 5. Reviews files after court hearings and dockets appropriate entries. Sets next hearing date as needed and completes other case management tasks dictated by case type for any abuse/neglect, adoption, name change, emancipation, civil/domestic, criminal or juvenile matters.
6. 6. Reviews all orders and documents submitted for judicial signature or review to ensure compliance with court rules and legal requirements for any Newaygo County Circuit Court matter. Responsible for obtaining judge’s signature and prepares various orders as requested. Assesses incoming emergency ex parte orders to ensure they are properly formatted by attorneys/parties and contacts judges for further decision. Responsible for educating parties regarding the ex parte process as needed and acts as the initial contact person for staff regarding this process.
7. 7. Responsible for receipting money from filing and petition fees, restitution, fines, costs, cost of care and attorney fees. Logs such payments in accordance with SCAO audit procedures. Prepares various court vouchers for payment regarding bond and restitution. Compiles, prepares and distributes the lists for bail bondmen on a continual basis to facilitate that such individuals may be contacted by prisoners and/or jail personnel as needed. Reviews various bond, restitution and financial reports so that reimbursements and payments are properly distributed.
8. 8. Serves as Certified Court Recorder using approved electronic equipment which takes a verbatim record of all court proceedings conducted before the Judge/Referee. Includes operating and monitoring equipment to ensure proper recording reception, maintaining log of witness appearances, glossary of terms, notation of occurrences and the point at which they occur; accepting marking and retaining custody of exhibits. Responsible for ensuring that recordings are properly labeled and saved for all Circuit Court and Probate Court matters on a routine basis. Prepares and distributes copies of transcripts in a timely manner as required and prepares and maintains record of invoices.

Education

High school graduation or its equivalent. Prefer advanced course work in word processing, legal terminology and legal secretarial areas.

Must have the ability to become certified as an Electronic Court Recorder through the State of Michigan.

Experience

Two years of work experience, preferably in a legal setting with substantial word processing experience. Any or all of the above may be substituted for commensurate experience and/or education or a combination thereof.

Other Requirements

Ability to become certified as an Electronic Court Recorder by the Michigan Supreme Court within two years of employment.

All offers of employment are contingent upon ability to pass a background check and drug screening which includes marijuana.