Administrative Specialist- Prosecutor's Office

Livingston County was named a 2024 Top Workplace by the Detroit Free Press! Based solely on employee feedback, the Top Workplace title is a badge of honor for the County. With over 700 employees serving within 18 departments, 6 elected offices, and 3 Courts, Livingston County's top priority is providing effective and efficient services that improve the quality of life for all of our residents.

Position Summary:

Under the supervision of the Office Manager, Office Coordinator, and Prosecutor, performs clerical, administrative and records management functions with extensive public and customer service interaction of a legal nature. Required duties include skill in records management, data entry and database upkeep, customer service and similar activities. Responsible for processing legal pleadings, scheduling of hearings, distribution of discoverable documents, and interfacing with defense attorneys, court staff, police agencies, and other entities regarding the criminal legal process.

Benefits:

• Retirement plan includes a 401a with up to 8% employer contribution
• Comprehensive Medical, Pharmacy, DentalVision
• Optional HSA with an employer match
• Optional Voluntary 457 Deferred Compensation plan
• Short-termLong-term disabilityBasic LifeAD&D insurance
• HealthDependent Flexible Spending Accounts
• Paid vacation, sick days13 Holidays. Unused vacation and sick time rolls over
• Tuition Reimbursement
• Up to $500 annual Wellness reimbursement*$100 incentive for completing your annual physicalHealth Assessment.
• Voluntary benefits such as Pet Insurance, Accident, Critical Illness, HospitalWhole Life policies
• Employee assistance program
• Pro-rated based on DOH

Pay Rate Information:

The Administrative Specialist position is a non-union position and starting pay is $23.74/hr. This position is eligible for step pay increases within our Non-Union Grade 5 Wage Scale. Top end of the current wage scale for this position is $30.08/hr.

Essential Job Functions:

An employee in this position may be called upon to do any or all of the following essential functions. These examples do not include all of the duties, which the employee may be expected to perform. To perform this job successfully, an individual must be able to perform each essential function satisfactorily.

• Functions as the senior clerical and administrative assistant to the assigned supervisor, handling complex service issues and serving as his/her liaison to other agencies, departments, or governments for administrative matters.
• Acts as lead support person in designated department which requires training, guidance and workload distribution when needed.
• Responds to complaints, requests for service or informational requests in person and over the phone. Recommends and develops improved service and records management approaches as appropriate.
• Prepares forms, correspondence, reports, and other similar documents and/or materials.
• Monitors and assists in scheduling workload in absence of Office Manager and/or Office Coordinator. Communicates any changes to appropriate personnel within and outside department.
• Responsible for communicating assignments to personnel and coordinating service issues with other governments, agencies, and the public.
• Reviews and ensures the accuracy and completeness of records, forms, documents, attachments, data, and other such materials.
• Develops and maintains detailed spreadsheets containing trial statistics. Provides such details to Assistant Prosecuting Attorneys on a regular basis.
• Interacts with customers, resolves service issues, maintains related databases, and follows related procedural directives. Assists customers and victims in obtaining required information, regarding legal process.
• Required to learn specialized database software to perform the specific duties of the assigned department. This includes, but is not limited to redaction software, cloud-based video systems and other case management systems. Also required to learn and trouble-shoot multiple software applications related to specific duties.
• Trained to back-up other Administrative Specialist and Administrative Aides positions, possibly in multiple work areas.
• Prepares docket for criminal caseload which includes comparison to court dockets, correcting any/all errors in scheduling and documenting changes.
• Maintains communication with co-workers, court staff, defense attorneys, police agencies, and other county offices regarding scheduling conflicts, file management and court preparedness.
• Generates, proofreads, and distributes court filings and other related forms/documents. Paying particular attention to accuracy, and potential scheduling conflicts.
• Maintains electronic files, evidence, and office specific databases.
• Performs critical analysis regarding discoverable materials and processes and distributes discovery to defense attorneys.
• Amends Complaint and/or Felony Information at the request of the Assistant Prosecuting Attorney, which includes entering variables and reviewing the warrant manual.
• Orders certified records and requests reports or additional evidence from outside agencies/courts.
• Runs LEIN as needed and adheres to strict policies and procedures regarding usage and distribution of LEIN.
• Performs all other duties as assigned.

Required Knowledge, Skills, Abilities and Minimum Qualifications:

• High school diploma or GED and three years of experience in providing clerical and administrative support.
• The County, at its discretion, may consider an alternative combination of formal education and work experience.
• Strong working knowledge of office procedures, file setup and maintenance, math and bookkeeping principles and application and administrative support techniques.
• Skill in effectively communicating assigned areas of responsibility orally and in writing.
• Strong skills in proofreading, performing arithmetic calculations, maintaining accounts and records and following and suggesting refinements to procedural systems.
• Ability to establish effective working relationships and use good judgement, initiative and resourcefulness when dealing with County employees, contractors to the County, representatives of other governmental units, professional contacts, elected officials and the public.
• Ability to assess situations, solve problems, work effectively under stress, within deadlines, and in emergency situations.
• Demonstrated skill and experience in the use of office equipment and technology, including Microsoft Suite applications and the ability to master particular software programs utilized by the assigned department and new technologies.

Physical Demands and Work Environment:

The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may 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 communicate in person and by telephone, read regular and small print, view and produce written and electronic documents and enter data on a computer keyboard with repetitive keystrokes. The employee must be mobile in an office setting, stand, sit, stoop and kneel, use hands to finger, handle, or feel and reach with hands and arms. The employee must lift or push/pull objects of up to 15 lbs. without assistance. Accommodation will be made, as needed, for employees required to lift or move objects that exceed this weight. The typical work environment of this job is a business office setting where the noise level is quiet and sometimes moderate.