Clerk, Prosecuting Attorney's Office

Applications are accepted until there are sufficient numbers of qualified applications or qualified candidate has been identified.  The position could possibly close at any time.*

Under the supervision of the Administrator and Prosecuting Attorney, performs varied clerical support functions and legal assistance for the staff of the office of the Prosecuting Attorney.  Responsible for preparing, serving and issuing subpoenas, creating court filings, assisting in maintaining case files, setting up and maintaining case files, updating information in computer databases, preparing miscellaneous motions, writs, and other legal documents, and providing related clerical support.  Serves as receptionist for the office.

• Schedules all case events in various computer systems and routes electronic files to the attorney handling the case event. Runs and provides daily court schedules to assigned docket attorneys and victim witness unit (when necessary).

• Responsible for generating all subpoenas for the office, includes entering appropriate designation to all witnesses in computer system, updating witness contact information, and using appropriate computer programs to generate and review the subpoenas. Also responsible for serving all law enforcement subpoenas.

• Scans in subpoena returns and indexes appropriately in electronic files. If subpoena is returned with a bad/incorrect address, inputs corrected information and regenerate subpoena for service.

• Contact various law enforcement agencies to request copies of police reports and tickets when a case does not have a case tracking number (CTN) in our system.

• Processes incoming and outgoing mail.  Retrieves mail and courier items, conduct search to determine appropriate case file, scans to file documents in our electronic case management system and if appropriate, sends item to appropriate attorney or staff member.

• Staffs reception desk, greets the public, attorneys, and court personnel to offer assistance as needed. Conducts file searches to assist in answering questions and possesses functional knowledge of the operations of other county departments to be able to direct callers to the proper office or individual.

• Enters dispositions of each court event into the records management system. Closes files following receipt of final disposition of the case, reviews attorneys notations to ensure work requests are complete.  Verifies that file is closed in multiple software systems.

• Prepares and distributes Amended Information, Amended Complaints, witnesses lists, writs of habeas corpus, and other motions and documents as requested by Assistant Prosecutors. Prepares writs for various court hearings when a Defendant is in the Michigan Department of Correction or another county jail and obtains signature of assigned Judge. Communicates with Michigan Department of Corrections and other counties when a writ is signed by the Judge to begin transportation coordination

• Enters information to database on the status of cases and enters updates and corrections. Must have knowledge of PACC Codes and knowledge of how to utilize the warrant manual to review and correct codes to assure that accurate information is entered into the database.

• Performs computer look-ups cases for police officers, attorneys, and others.

• Prepares all Nolle Prosequi on cases and ensures time requirements are met.

• Uses a variety of software programs to performs a variety of clerical support tasks such as typing forms, data entry, copying, faxing, processing and distributing mail, filing, and other clerical functions as directed.

• Creates and close files for Family Court Abuse/Neglect proceedings by gathering information from Circuit Court case file. Once a file is closed, calculate retention date and maintain closed files in storage.

• Assists with training new clerks as directed.

Other Functions:

• Performs other duties as assigned.

Must adhere to departmental standards in regard to HIPAA and other privacy issues.

(An employee in this position may be called upon to do any or all of the above tasks. These examples do not include all of the tasks which the employee may be expected to perform.)

Education: High school graduation or equivalent.  Prefer advanced coursework in word processing and legal secretarial areas.

Experience: One year of clerical support experience in a legal setting providing a knowledge of legal terminology and court procedures.   Requires experience with computer systems similar to those in the PA's office.

Other Requirements:

• None

(The qualifications listed above are intended to represent the minimum skills and experience levels associated with performing the duties and responsibilities contained in this job description.  The qualifications should not be viewed as expressing absolute employment or promotional standards, but as general guidelines that should be considered along with other job-related selection or promotional criteria)            

Working Conditions:

This position works in an indoor environment and is a cubicle/office setting.

Physical Requirements:

Ability to sit, stand, walk, bend and stretch in order to retrieve supplies and operate standard office equipment.

Ability to lift, hold and carry objects weighing up to 25 pounds.

Ability to communicate and respond to inquiries both in person and over the phone.

Ability to operate a PC/laptop and other office equipment.

Ability to handle varying and often high levels of stress.

Physical Requirements: 

(This job requires the ability to perform the essential functions contained in this description.  These include, but are not limited to, the requirements listed above. Reasonable accommodations will be made for otherwise qualified applicants unable to fulfill one or more of these requirements.)
2023

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