Prosecutor Clerk II
Supervised By: Office Manager
Supervises: No supervisory responsibility
Under the supervision of the Office Manager, performs varied secretarial and support functions for the legal staff. Activities include preparing and processing legal documents, preparing and issuing subpoenas, opening and maintaining case files and providing general clerical support such as answering the telephone and opening and processing mail. Regularly enters criminal case information to the case tracking database. Generates criminal complaints and warrants. Ensures that prescribed time requirements are met for all assigned tasks.
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.
- Prepares and types various motions, orders, stipulations, warrants, subpoenas, juvenile court petitions, and other legal forms and documents and prepares proofs of service as appropriate. Types briefs and answers correspondence for the prosecuting attorneys. Proofreads documents for spelling, punctuation, grammar and format.
- Answers telephone calls, responds to inquiries and/or directs to proper individual or department, and takes messages. Greets visitors, including citizens, witnesses, victims, police agencies, and county personnel, answering inquiries regarding court proceedings, departmental procedures, schedules, case information, and other matters. May serve as receptionist for the office.
- Opens criminal, juvenile and civil files and files all documentation. Files documents with the court, attorneys and others and assists in maintaining departmental filing systems.
- Enters case and victim information to criminal case tracking system and generates subpoenas for witnesses to appear for preliminary examination. Ensures witnesses are notified when examinations are adjourned, waived or pled.
- Coordinates the scheduling of matters requiring the presence of a prosecutor with the courts and enters dates to computer system. Updates information as the cases are returned from the court and carries out follow-up directives of the prosecutors. Processes mail and reviews for notices of hearing or dates to be added to the office schedule.
- Prepares criminal warrants and juvenile petitions. In that capacity performs data entry from warrant requests and juvenile petitions and enters parties, witnesses, and other information from the police report. Forwards warrant requests to legal staff for review and authorization/denial. Generates and distributes warrants. Follows-up with police agencies on denied warrants that need further investigation and/or information.
- Tracks the schedule of upcoming court hearings, prepares updates and ensures that appropriate personnel are notified. Enters dates for pre‑trials, pleas, trials, sentencings and other court actions to the computer. Prepares orders for payment of witness fees as applicable.
- Generates subpoenas for upcoming trials and hearings for all courts. Tracks and monitors service of subpoenas to witnesses and agencies involved in proceedings.
- Closes files following receipt of disposition of District Court cases and enters disposition to computer.
- Provides support in the processing of appeals, includes typing briefs, motions, and others documents, opening and maintaining files, and performing other support tasks related to appeals.
- Provides general assistance with child support cases, includes typing pleadings, tracking cases, responding to inquiries regarding the cases, and coordinating the processing of cases with the Department of Health and Human Services and the Friend of the Court.
- Receives, processes and files fingerprint records with the court and Michigan State Police central records.
- Performs support tasks related to the civil matters handled by the office, includes typing and filing complaints, summons and orders to show cause. Arranges service and maintains case files.
- Performs a variety of support tasks such as typing legal forms, filing updates to law books, copying, faxing and filing. Mails daily office correspondence.
- Maintains closed files section of the Prosecutor’s Office which includes the vault and storage rooms. Organizes and maintains files and disposes of files as authorized. Retrieves files from vault and closed files area.
- Maintains the law library of the office and updates law books with pocket parts.
- In the absence of the Office Manager, assumes a portion of that person’s workload.
- Orders and maintains office supplies.
- Performs other duties as required.
Required Knowledge, Skills, Abilities, and Minimum Qualifications:
The requirements listed below are representative of the knowledge, skills, abilities and minimum qualifications necessary to perform the essential functions of the position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the job.
Requirements include the following:
- High school diploma or equivalent and two years of progressively more responsible experience in providing clerical and administrative support preferably in a legal office or court environment.
- The county, at its discretion, may consider an alternative combination of formal education and work experience.
- Knowledge of the principles and practices of general office procedures, and ability to learn local, state, and federal laws, rules, and regulations governing the operations of a prosecutor’s office.
- Ability to learn the State of Michigan court system procedures and practices.
- Skill in maintaining detailed and accurate records, and managing case files in both electronic and non-electronic format.
- Skill in assembling and analyzing data, and preparing accurate reports.
- Skill in effectively communicating ideas and concepts orally and in writing.
- Ability to establish effective working relationships and use good judgment, initiative and resourcefulness when dealing with county employees, contractors to the county, representatives of other governmental units, professional contacts, elected officials, and the public.
- Skill in the use of office equipment and technology, including Microsoft Suite applications, database use and the ability to learn new software programs applicable to the position.
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 office 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.
For purposes of the Fair Labor Standards Act, this is a “non-exempt” position.
For collective bargaining purposes, this position is included in the Teamsters “clerical” unit.
This position is eligible for County fringe benefits.
Hours: 37.5 hours per week
2021 Pay Rate: $ 15.74