Multi-Court Recorder/85th District Court Multipurpose Clerk/Judicial Paralegal-Secretary

SUMMARY

Under the direction of the Probate Court Judge providing court recording services in Probate Court, 85th District Court, Sobriety Court, and Family Division of Circuit Court. Utilizes recording equipment to make a verbatim record of Court proceedings and simultaneously provide zoom and YouTube functions as required. Prepares typewritten transcripts of Court proceedings and maintains related record. Serves as judicial paralegal-secretary to the 85th District Court Judge, which includes transcribing correspondence and Orders, screening visitors and telephone calls, legal research as directed, scheduling appointments, and performing other related paralegal support functions. Serves as a multipurpose Clerk in District Court for processing all types of cases (both criminal and civil) when not otherwise in Court, preparing transcripts, or performing judicial paralegal-secretary functions.

REQUIRED KNOWLEDGE, SKILSS AND ABILITIES

· Education: High school diploma or its equivalent. Additional advanced legal secretarial coursework is preferred.

· Experience: 5 years of secretarial experience, preferably in a Court or closely related legal setting.

· Other Requirements: Must be a Certified Electronic Recorder (CER) through SCAO or a SCAO Certified Electronic Operator (CEO) and become a CER through SCAO within 120 days of the starting date of employment.

· Must have knowledge of provisions and formats for transcripts governed by statute. Must have extensive knowledge of medical and legal terminology. Must have general knowledge of applicable state, federal, and local laws, rules and regulations. Well versed in proper use of English Language.

· Must be able to effectively operate computer applications related to office work, and well as transcription software. Must be able to display real time rough test and be able to perform wholly accurate playbacks in court, in front of attorneys, jury, parties, and spectators of previous testimony at length and virtually instantaneously from time of request or on very short notice.

· 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.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Multi-Court Recorder

1. Multi-Court Recorder being defined as the court recorder for the Probate Court Judge serving in Probate Court, 85th District Court, Sobriety Court, and Family Division of Circuit Court.

2. Records all court proceedings in afore described courts in accordance with SCAO Certified Electronic Recorder Standards.

3. Operation of Zoom and YouTube for virtual hearings as well as coordinating and Implementing Polycom hearings with other Polycom sites.

4. Marks and keeps track of exhibits and numbers exhibits.

5. Transcribes, edits, prints, and binds proceedings on appeal or as requested by attorneys and interested parties for their use.

6. Prepares or supervises the timely preparation of verbatim transcripts of Court proceedings upon request. Proofreads transcripts, certifies copies, and prepares billings as appropriate.

7. Develops a running glossary of unusual or scientific terms or names and takes custody of exhibits as necessary. Maintains files of transcripts, tapes, and all other related materials.

8. Requests speakers to clarify inaudible statements or spell technical or unfamiliar terminology as necessary for proper recording of proceedings.

9. Upgrades software as needed, learns applications, and generally maintains and trouble shoots equipment in the District and Probate Courtrooms.

10. Utilizes recording equipment to record Court proceedings. Prepares a log of activity during recording, including identification of speakers, notations of actions, and introduction of exhibits.

Judicial Paralegal-Secretary

1. Transcribes opinions, orders, and letters dictated by the Judge.

2. Receives and screens in person judicial visitors and telephone calls.

3. Performs general secretarial services, such as composing and typing correspondence, Court Orders, legal documents, and other materials, opening and routing Judge’s mail, scheduling judicial appointments, maintaining judicial calendars, preparing and maintaining Judge's files and records, and maintaining office supplies.

4. Reviews Court documents and orders for completeness and accuracy prior to judicial signature. Distributes Orders to appropriate parties.

5. Coordinates arraignments with Manistee County Jail, Sheriff’s office, 85th District Court Judge, Public Defender’s office, Prosecutor’s office, and Magistrate, both during the week and weekends for lodged individuals.

6. Coordinates scheduling of arraignments and all related hearings for MDOC cases and out of county Sheriff departments.

7. Maintains daily log of all criminal, civil, probate, and sobriety court cases held in District Court, Circuit court family provision, Probate Court, and Sobriety Court, to include pleas, sentences, motions, trials, hearings, bench warrants, and emergency hearings.

8. Performs legal research as requested by Judge.

Multipurpose Clerk

1. Provides counter and telephone assistance to attorneys and the public regarding fines and costs due, court procedures, schedules, and specific case information.

2. Provides assistance to other support areas of the Court, including responding to telephone inquires or transferring to appropriate parties, ordering supplies, and assisting in the other divisions of the Court.

3. Occasionally opens and/or inputs data into criminal, civil, and civil infraction case files, including assigning case numbers, filing pleadings, setting hearings, entering orders, checking cash bonds, ensuring fingerprints are in file, and obtaining driving or criminal records when necessary.

4. Prepares writs for State prisoners for first appearance.

5. Occasionally works with Central Dispatch recalling warrants and verifying driver’s license information and such to correct invalid information on tickets and files.

6. Assists with training new staff.

7. Processes and schedules set aside applications.

8. Occasionally receipts monies for the filing of civil cases.

9. Occasionally opens and processes a variety of civil matters including general civil, small claims, landlord-tenant, garnishments and summary proceedings. Includes typing forms, filing papers, entering case information on the computer, collecting fees, and ensuring case scheduling and the service of process.

10. Opens Courtroom and offices as needed for daily proceedings such as jury selection, trial, and hearings.

11. Types correspondence, notices, orders, and other legal documents and performs a variety of support tasks such as copying records and filing tickets and other documents.

12. Occasionally schedules another judge to hear cases due to disqualification.

13. Occasionally in contact with JIS tech support to resolve system problems.

This list may not be inclusive of the total scope of job functions to be performed. Duties and responsibilities may be added, deleted, or modified at any time.

PHYSICAL REQUIREMENTS

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

· Ability to enter and retrieve information from a computer.

· Ability to access departmental files.

· Ability to operate electronic recording equipment.

· Ability to reach with arms and hands.

· Ability to speak and hear.

· Ability to lift multiple Court files, boxes, and office items, weighing up to 20 lbs.

WORKING ENVIRONMENT

· Works in office conditions and in courtroom.

· Prolonged periods of sitting to enter data in computer or in Court hearings.

· Able to work virtually from both in and out of Courthouse.

· Exposure to persons charged or convicted of criminal offenses or at risk for criminal contempt, also persons in conflict situations.

Pay: $21.05 - $27.36 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid jury duty
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Work Location: In person