Title: Administrative Assistant
Department: County Clerk Updated: 12/2017
Division: County Clerk FLSA Status: Non-Exempt
Bargaining Unit: AFSCME 1089 Wage Range: Not Available

The Administrative Assistant position in the Clerk’s Office is responsible for clerical work involving the circuit court; filing all court records; pulling weekly dockets, jury selection and taking verdicts; composing and typing correspondence, records and reports; accepting and filing vital statistic records; working with customers.


·         Responsible for preparing case entry into computer, prepare file and maintain case thereafter.

·         Enter case paperwork into computer.

·         Weekly courtroom attendance to assist judges with motion docket.

·         Assists in qualifying jury panels and perform the clerical requirements pertaining to a jury.

·         Signs and affixes court seal as required.

·         File all court paperwork and cases.

·         Microfilm all judgments.

·         Telephone calls regarding specific area of expertise.

·         Prepare orders when necessary.

·         Prepare any correspondence necessary.

·         Make necessary decisions concerning complaints or meeting public expectations.

·         Counter work as needed.

·         Handle cash, make change and prepare deposits.

·         Operate a cash drawer.

·         Other duties as assigned.



Work is performed under the general supervision of the County Clerk/Register, the Chief Deputy County Clerk and any others as designated by the County Clerk/Register.


None, except when specifically designated by the County Clerk/Register should circumstances necessitate.


·         Graduation from an accredited high school (GED acceptable), supplemented by post-high school course study in computers and business is preferred.  

·         An Associate Degree is preferred. 

·         Five or more years of experience performing secretarial and clerical work in an office setting required.

·         One to three years performing secretarial and clerical work dealing with the court system preferred.

·         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.



·         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.      


  • 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.
  • Must possess a valid State of Michigan operator license and maintain this license throughout employment in this position.

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 25 pounds.

·         Sit, bend, stoop, crouch, crawl and kneel in an ergonomically correct manner.

·         Stand and walk, climb stairs.

·         Normal office hours are from 8:00 a.m. through 4:30 p.m.

·         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.




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.