What are the responsibilities and job description for the Deputy County Clerk position at St Joseph County?
General Summary:
Under the supervision of the County Clerk/Register of Deeds, assists in performing the statutory duties of the office. Processes documents for court cases, various legal registrations, filings, and vital statistics records. Assists the public over-the-counter, through mail correspondence, and over the telephone regarding departmental matters. Performs various account keeping activities, including receipting and posting to appropriate accounts, balancing accounts and compiling data for preparation of related reports.
Essential Functions:
- Draws jury lists for the quarterly terms for each of the three courts, as well as the annual draw consisting of 3,000 names and the annual grand jury draw.
- Responsible for preparation of monthly judicial reports submitted to the State Court Administrative Office, (e.g., fees paid to the state, State Police gun permit reports etc.).
- Accepts documentation for court cases and opens cases by preparing legal files and documents.
- Receives, records, issues and indexes vital statistic records such as births, marriages and death certificates. Corrects vital records as directed by the state.
- Prepares and processes various documents such as passport applications, assumed name certificates, military discharges, concealed gun permits and notary bond. These responsibilities include the tasks of typing, recording, filing and issuing information by counter service, correspondence or telephone.
- Analyzes documents presented for filing to determine necessary record checks and procedures. Notarizes and signs legal documents.
- Receives petitions from candidates for office, accepts and files campaign financing statements and assists the County Clerk/Register of Deeds with various other election activities, as requested.
- Maintains campaign finance documents.
- Maintains various departmental records and compiles data for the preparation of required reports, including quarterly reports.
- Searches records and libers for requested data to provide a research service to the public. Prepares certified copies of documents as requested.
- Keeps track of Medical Examiner’s records and vouchers for payments.
- Processes voter registration applications and forwards them to the proper local clerk. Assists in maintaining county-wide, computer data base for voter registrations.
- Sets hearings for Circuit Court.
- Maintains accounts receivable records.
- Files court papers in case files.
- Prepares divorce report form for the Michigan Department of Public Health.
- Performs other clerical support activities, such as typing forms, reports and correspondence, responding to defined policy questions, and maintaining records and general office files.
- Orders various forms.
- Performs other duties as required.
An employee in this position may be called upon to do any or all of the above tasks. (These examples do not include all of the tasks which the employees may be expected to perform.)