Part-Time Office Support Clerk- Civil Division

General Summary

$20.22-$27.10 This position is onsite.

What You'll Do

• Process incoming civil court documents, including Personal Protection Orders (PPOs), summons and complaints, orders to seize, subpoenas, and other legal filings.
• Collect service fees and enter service requests into the Civil Unit database for assignment to Special Deputies.
• Review and process completed proofs of service and return documents to requesting parties.
• File Personal Protection Orders with the Sixth Circuit Court.
• Process sheriff deeds, adjournments, foreclosure sale fees, overbid proceeds, and establish trust accounts.
• Attend sheriff foreclosure sales and prepare or amend deeds for third-party purchasers.
• Prepare weekly deposits, assist with collections, and maintain accurate financial records.
• Answer phones, respond to inquiries, and provide courteous customer service in person and online.

Why You'll Love It

Support the civil court system and sheriff foreclosure operations. Perform a diverse mix of legal, financial, and customer service responsibilities. Work with court personnel, law enforcement, attorneys, and the public in a meaningful public service role.

Minimum Qualifications

• Be a high school graduate or have a certificate of successful completion of the General Educational Development (GED) Test.
• Have had at least six (6) months of full-time clerical work experience.

Essential Job Functions

• Greets, registers, and assists clients and the public in filling out forms, questionnaires, and applications.
• Refers clients and forwards messages to proper parties.
• Responds to various inquiries by phone, email, and in person, using knowledge of the computer system and paper files to research and retrieve information.
• Confers with division personnel as needed to provide complete responses.
• Composes and types general letters and memoranda from rough drafts or general instructions, involving the assembly of data from computer and paper file or record sources.
• Inputs text and data to computer database forms using correct printed source documents or scanned bar code information.
• Reviews information for accuracy and corrects as required.
• Provides in-depth information about programs and services available through the department, referring as needed to updated reference documents and fee listings.
• May scan and use bar code information to locate and track documents on the computer.
• Schedules appointments or interviews by consulting a computer system or paper list, time schedule, or other record, or by contacting the appropriate parties.
• Reviews and keeps an updated copy of reference listings of personnel and services available for referral.
• Reviews fee listings, time/date/location schedules and facility available listings to obtain information for citizens or employees.
• Adds, deletes, and edits information in computer files.
• Sorts, opens, and distributes in‑coming mail and departmental materials.
• Fills out and processes various reports, documents, correspondence, etc., following standardized office procedures.
• Operates various office machines such as fax, computer printers, duplicating equipment, and typewriters.
• Utilizes current Countywide and/or department specific software to complete assignments.

Essential Mental & Physical Requirements

• Ability to communicate to accurately convey information, using tact and diplomacy.

Additional Minimum Qualifications

• Coursework, training, and/or experience in office support methods and technology.
• Ability to communicate with the public in a clear, polite, and courteous manner.
• Reasonable knowledge of grammar, spelling, punctuation, and arithmetic.
• Reasonable ability to follow oral and written instructions.
• Reasonable ability to write legibly.
• Reasonable skill and ability in operating a variety of office machines such photocopiers, computer printers and fax machines.
• Reasonable ability to make routine decisions in accordance with departmental policies and procedures.
• Reasonable ability to utilize current word processing, spreadsheet, database, e-mail, and Internet software.

Additional Desirable Qualifications

• Union* if applicable.

Important Note

The primary purpose of this job description is to set a fair and equitable salary range for this job classification. Generally, only those key duties necessary for proper job evaluation and/or labor market analysis have been included. Other duties and responsibilities will be assigned by the supervisor.