Records Court Clerk - FOC

Description

Under the supervision of the Records Supervisor, reviews, interprets, and processes new and amended orders, adjusts accounts and schedules future account adjustments and charging rates as indicated by the orders. Creates and updates computer files. Enters new cases into the Michigan Child Support Enforcement System, adjusts accounts, and corresponds with clients regarding adjustments. Answers departmental phone calls. Serves as back-up to the Front Desk Receptionist and Cashier.

Essential Functions

• Reviews, interprets, and processes new and amended orders. Creates and updates electronic computer data files, which includes establishing and adjusting current balances, charging rates, direct pay credits, priority of payments for processing and distribution of payments, and action dates for future actions necessary on account.
• Makes adjustments to accounts. Communicates with clients, verbally and in writing, informing them of the adjustment or in response to inquiries regarding changes to their account.
• Answers and responds to departmental phone calls which includes answering and responding to general inquiries regarding general office policies and procedures, payment location options, staff availability, scheduling information, office hours and related matters. Performs computer look-ups to obtain necessary information to answer inquiries from clients, attorneys, the Department of Health and Human Services, and other agencies, transferring calls to appropriate staff or the correct department within the courthouse. May communicate with difficult clients.
• Processes incoming departmental e-mail and faxes by reviewing documents, indexing court orders, motions, objections, and client correspondence into the virtual filing system, responding to general inquiries and/or forwarding to appropriate staff.
• Enters new cases into the computer system received from the Court Clerk’s Office and Prosecuting Attorney’s Office. Mails new client packets with account information, FOCUS on the Children information, and other documents.
• Stops child support on inactive cases, makes necessary adjustments to the account and informs clients of status of case in writing.
• Reactivates cases as necessary, which includes reactivating child support and reimbursement, making necessary adjustments to the account, and informing client of the status of the case and payment amount.
• Receives, reviews, and responds to Child Protective Services inquiries from the Department of Health and Human Services.
• Processes outgoing postal mail on an as needed basis.
• Serves as back-up to the Front Desk Receptionist, which includes but is not limited to greeting visitors, checks in clients for conferences/hearings, answers general questions or forwards client to the appropriate FOC/Court personnel, and responds to payment history requests, provides forms/motion packets, time stamps documents received from clients and responds to requests for other general information.
• Serves as back-up to the Cashier on an as needed basis, which includes but is not limited to taking payments, giving receipts verifying client information and docket number, answering questions concerning balances owed, balancing the batch, calculating daily deposit, and following cash control policy and procedures.
• Attends various training as required by Ingham County/Circuit Court/FOC, as well as the Office of Child Support.
• Adheres to strict OCS/IRS rules of confidentiality.
• Assists with updating FOC training manuals and training of new and existing employees.
• Performs other duties as assigned.

• None listed.

Employment Qualifications

Education: High school graduation or equivalent, prefer some advanced coursework related to data processing and accounting.

Experience: One year of experience in a court or related legal setting involving accounting and data entry.

Demonstrates effective communication skills by engaging, interacting and working with all individuals to ensure clarity and understanding in all interactions.

Other Requirements:

Requirements and Working Conditions

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 access departmental files.

• Ability to enter and retrieve information from a computer.

• Prolonged sitting while entering data to computer. Uses step stool to retrieve and replace files.

• Lifting and carrying of files weighing up to 30 lbs.

Working Conditions: Works in office conditions.

UAW F