Job Summary

Works under the general direction of the Managing Criminal Investigator. This position is a working position that handles confidential information and serves as the lead office assistant. The workload includes a wide variety of clerical and administrative duties in support of the Calhoun County Public Defender’s Office, delegating daily assignments as necessary. This position must function efficiently and effectively in a fast-paced professional environment and will be responsible for making critical daily decisions regarding workloads and processes.

Primary Duties & Responsibilities

• Assist with the development of support staff policy and procedures for assigned tasks.
• Assist with the recruitment, interviewing, and selection process of support staff members.
• Delegates work to legal assistant staff to ensure office processes are followed and deadlines are being met. Provides/refers staff to training as necessary, provides coaching, and initiates appropriate handling of disciplinary matters.
• Responsible for overseeing the process of incoming/outgoing legal mail, processing specialized mail services as necessary (return receipts etc.) customer service, and maintaining/ordering office supplies.
• Must be able to problem solve and effectively communicate with the public, clients, courts, outside contacts, and staff.
• Drafts, transcribes, types, edits, copies and/or distributes correspondence, minutes, reports, and legal documents as necessary.
• Oversees and maintains daily organization of a high-volume docket. Manages the maintenance of the department electronic filing and records systems. Ensures compliance with all file retention laws and policies.
• With strong emphasis on quickly and with attention to detail, must ensure court ready documents prepared by attorneys are reviewed, proofed, and processed in a timely manner.
• Must be willing to write motions and orders when necessary.
• Monitors due dates and progress on cases and pleadings, including reminding attorneys when due dates are approaching and ensures attorneys calendars are updated and maintained as necessary.
• Ensures all writs are processed in a timely manner according to court schedules.
• Schedules and facilitates meetings with support staff regarding new processes and daily tasks monthly, at minimum.
• Assists with the development of presentation materials for trials when necessary (i.e.: photo printing, Power Points, etc.)
• Performs other duties as assigned.

Qualifications

• This position requires knowledge normally acquired through an associate degree in a related field of study or possess five to seven years of experience providing administrative support in a legal office.
• Three to five years of responsibly providing administrative support in a busy office environment, preferably in a legal environment. Experience working in a court, law office, or legal environment is strongly preferred.
• Professionalism is an absolute necessity, along with the ability to appropriately handle both confidential information and sensitive situations. Must maintain absolute confidentiality in matters related to attorney-client communications.
• Computer skills necessary to effectively utilize word processing, databases, spreadsheets, scanning and imaging, e-mail, internet, and meeting scheduling is required.
• The ability to network with others and to build trusting relationships with employees, co-workers, elected officials, and department heads. A professional appearance and demeanor are required.
• Possess communication skills necessary to provide excellent customer service and accurate information to the public, vendors, clients, and all levels of county personnel.
• Ability to frequently multi-task and handle simultaneous projects requiring concentration and attention to detail with occasional distractions due to people and/or telephone calls.
• Must be able to handle difficult situations and conflicts that may arise in a professional manner, as well as deal with pressures related to meeting deadlines and other scheduling requirements, etc.
• Possession of a valid Michigan driver’s license and an acceptable driving record.
• Excellent organizational, concentration and attention-to-detail skills.

Supplemental Information

Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Physical ability to occasionally lift, push, pull, or carry items weighting up to thirty pounds.
• Physical ability to talk, hear, and communicate verbally with others. Specific vision abilities required by this job include close vision, distance vision, depth perception and ability to adjust focus.
• Occasionally required to perform tasks involving repetitive movement, bending, stooping, kneeling and/or climbing.
• Frequently required to sit for extended periods of time.

• Normal office environment with occasional discomfort due to heat, dust, and noise.
• Extended workdays (beyond eight hours/day and weekends) are occasionally required.

Calhoun County's benefits package offers flexibility, choice, and value. It is an attractive component of our employees total compensation package. At Calhoun County, we know that good benefit plans are important to employees and their families. We're committed to providing employees with access to a wide range of information and tools so they can stay informed and make the most of their Calhoun County flexible benefit package.
What benefits does Calhoun County offer its full time employees?
Medical: Blue Cross/Blue Shield of Michigan with 3 Different Flexible Benefit Plan Options (More information (Download PDF reader))
Dental: 100% Employer Paid through Delta Dental (More information (Download PDF reader))
Vision: 100% Employer Paid through BCBSM Vision Services Plan (VSP) (More information (Download PDF reader))
Employee Health & Wellness Center (Premise Health): Most Services 100% Employer Paid (More information (Download PDF reader))
Life Insurance: 100% Employer Paid for Basic Life & AD&D
Short Term Disability: 100% Employer Paid for 67% Wage Loss Benefits up to 26 Weeks
Retirement: Employer 401(k) Match Program Up to 7% of Employee Contribution (More information (Download PDF reader))
Employee Assistance Program (EAP): 100% Employer Paid Through Bronson HelpNet (More information (Download PDF reader))

Click Here for 2023 BENEFIT INFORMATION AND FORMS
Flexible Scheduling & Telecommuting Options Depending on Position & Department

• Start through fourth years – 144 Hours (3.6 weeks based on 40-hour work week)
• Fifth through ninth years – 184 Hours (4.6 weeks)
• Tenth through fourteenth years – 224 Hours (5.6 weeks)
• Fifteen and Subsequent years – 264 Hours (6.6 weeks)

(amounts & distribution may vary slightly by union contract, policy, and/or defined work week)
Paid Holidays: 14 Paid Holidays Throughout the Year

• Term Life Insurance (above Employer Paid Plan)
• Critical Illness & Accident Insurance
• Long Term Disability Wage Loss Benefits
• Flexible Spending Accounts (FSA)
• Health Savings Accounts (HSA)
• Employee Wellness Program
• Perks Program (discounts at local merchants for being a County employee)