•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 the Chief Public Defender, manages all aspects of file maintenance within the Office of the Public Defender. Monitors receipt of documents from the courts, the Prosecuting Attorney, police agencies and others to ensure files are up to date. Opens files, records data and facilitates case management clerical information. Communicates with attorneys, clients and various courts regarding the office's cases. Assists individuals in person, via phone and email. Responds to inquiries related to cases of the Office of the Public Defender. Serves as receptionist for the office as needed. Reviews, interprets and processes new and amended Requests for Assigned Counsel. Creates and maintains case files and computer data files, including entering defendant details, court information and notes pertaining to the processing of such. Monitors receipt of documents from the courts, the Prosecuting Attorney, police agencies and others to ensure that files are up to date. Audits client files upon request of attorneys, administrator and others. Communicates with attorneys, clients and courts for clarification on various case details, as needed. Communicates with clients, verbally and in writing, in response to inquiries. Responsible for collecting data from clients as needed, and for informing clients of assignment and/or case status. Processes incoming and outgoing mail. Assists with document preparation. Enters information into office's case management system and retrieves information in response to client inquiries. Provides input to Administrator, when called upon, concerning support staff processes. Scans and files documents to electronic media. Closes and reactivates files as directed. Responds to correspondence and inquiries to the Office of the Public Defender. Possesses functional knowledge of the operations of other county departments, directing callers to the proper office or individual. Provides backup coverage for other clerks. Staffs reception desk, greeting clients and offering assistance as needed. Uses a variety of software programs to provide clerical support including typing, data entry, proofreading, filing, copying, scanning, faxing, processing and distributing mail, and other clerical functions as directed. Uses software programs provided by the State of Michigan and other sources to research, process and handle case details. Uploads discovery to case management system. 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.)

CLERK I Education:

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

Experience:

One year of clerical support experience is required. Experience in a legal setting, knowledge of legal terminology and court procedures, and experience with customer management systems is preferred.

CLERK II

All of the above qualifications plus: Minimum of three years of clerk experience in the Office of the Public Defender. Demonstrates knowledge of all processes/procedures related to Case Management System, including pulling basic reports. Demonstrates ability to perform all clerk tasks successfully. Possesses skill set necessary to help in the training/mentoring of other clerks.

CLERK III

All of the above qualifications plus: Minimum of five years of clerk experience in the Office of the Public Defender. Demonstrates advanced ability in operating Case Management system, including ability to pull advanced reports. Possesses ability to take on increasingly complex duties, as needed.

Other Requirements:

None Demonstrates effective communication skills by engaging, interacting and working with all individuals to ensure clarity and understanding in all interactions. (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. There is no planned exposure to prominent lights, noises, odors, temperatures or weather conditions.

Physical Requirements:

This position requires the ability to sit, stand, walk, traverse, climb, balance, twist, bend, stoop/crouch, squat, kneel, crawl, lift, carry, push, pull, reach, grasp, handle, pinch, type, endure repetitive movements of the wrists, hands or fingers. This position's physical requirements require periodic stamina in climbing, balancing, twisting, bending, stooping/crouching, squatting, kneeling, crawling, pushing, pulling, grasping, handling and pinching. This position's physical requirements require regular stamina in standing, walking, traversing, lifting, carrying and reaching. This position's physical requirements require continuous stamina in sitting, typing and enduring repetitive movements of the wrists, hands or fingers. This position performs medium work requiring the ability to exert between 20-50 pounds of force in the physical requirements above. This position primarily requires close visual acuity to perform tasks within arm's reach such as: viewing a computer screen, using measurement devices, inspecting and assembling parts, etc. This position requires the ability to communicate and respond to inquiries both in person and over the phone. This position requires the ability to operate a PC/laptop and to enter & retrieve information from a computer. This position requires the ability to handle varying and often high levels of stress. (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.)

CLERK I UAW F CLERK II UAW G CLERK III UAW H

2023