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: Legal Administrative Assistant
Department: Friend of Court Updated: 12/2017
Division: Friend of Court FLSA Status: Non-Exempt
Bargaining Unit: FOCE TPOAM Wage Range: Not Available
POSITION SUMMARY:

Performs a variety of legal administrative and secretarial functions.  Schedules and coordinates all appointments, conferences, hearings and court dates on pre and post judgment matters.  Drafts pleadings, orders and correspondence on case specific matters.  Responds to inquiries from parties, attorneys, other court offices and agencies regarding procedural information and case status on all newly filed cases. 

ESSENTIAL DUTIES AND RESPONSIBILITIES:

·         Serves as assistant to attorney referees, mediator/special assistant and early intervention coordinator. 

·         Schedules all appointments, conferences, hearings and court dates in the Friend of the Court and before the judge. 

·         Maintains calendaring, anticipates duration of hearings for scheduling, and ensures efficiency in calendar flow. 

·         Controls all docket flow, rescheduling and deletion of court scheduled matters.

·         Provides procedural information to parties, attorneys, agencies and the court on newly filed domestic relations cases. 

·         Drafts, files and mails notices on all calendared items. 

·         Handles phone calls from attorneys, customers and the court on matters relating to case initiation, scheduling and status of orders.

·         Drafts, finalizes and processes court orders on child support, spousal support, parenting time, custody, change of domicile and legal residence, medical support and other matters as required.

·         Drafts orders and correspondence on behalf of Judges, Attorney Referees, Mediator, Early Intervention Coordinator, Judicial Service Coordinator, Judicial Service Officer, Judicial Domestic Specialist and others, as required.  Prepares all orders as a result of non-formal action, as statutorily required. 

·         Monitors all orders submitted from attorneys that need Court approval. 

·         Tracks all 7 day orders.

·         Drafts reports and recommendations following referee hearings on family support actions and paternity cases. 

·         Submits reports to the Prosecuting Attorney’s office for further action. 

·         Creates and updates forms and documents for general use by staff members.

·         Proofreads all work as to content, spelling, punctuation, grammar, format and ensuring proper statutory language is included in all orders. 

·         Assists referees with dictating, transcribing and recording of case specific notes. 

·         Attend court hearings and assist attorney referee as required. 

·         Keep notes and record findings of in court proceedings in real-time, including specific orders of the court. 

·         Use multiple software systems to gather, produce and disclose information for in court matters. 

·         Compiles daily statistics for State reporting, including a log of all IV-D activity. 

·         Review, distribute and take appropriate action on miscellaneous orders and correspondence delivered to the Friend of Court. 

·         Assist customers, agency representatives and attorneys at the counter.

·         Communicate with other court offices, agencies and individuals, as required.

·         Other duties as assigned.

SUPERVISION RECEIVED:

Works under the general supervision of the Friend of the Court and direct supervision of the Attorney Referee and the Mediator/Special Assistant.      

SUPERVISORY RESPONSIBILITIES:

N/A

EXPERIENCE, SKILLS, EDUCATION:

·         Bachelor Degree from a regionally accredited college or university in psychology, social work, business, accounting or related behavioral or business degree preferred.

·         Associate Degree from a regionally accredited college or university in psychology, social work, business, accounting or related behavioral or business degree required.

·         1 to 3  years of previous work-related skill, knowledge or experience is required.  The court at its discretion may consider an alternative combination of formal education and work experience.

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


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