Case Records Technician Job Grand Haven area,Michigan USA,Administrative/Clerical

Position: Case Records Technician I

Under the supervision of the Chief Deputy County Clerk and the Court Records Supervisor, the Court Clerk is responsible for assisting the public and attorneys, accepting court filings, maintaining processing of court papers, phone and counter reception, record copying, data entry, receipting of filing fees and payments, and retaining and managing stored court files.

This is a full-time, benefited position working out of the Grand Haven Court House located at 414 Washington Ave., Grand Haven, MI 49417. Typical working hours are Monday‑Friday, 8:00 a.m. to 5:00 p.m.

Essential Functions

Assists customers on the phone and at the counter, court employees, and other county staff with documents, files, requirements, policies, or information. Refers customers to appropriate court offices or locations within the county depending on their needs. Operates a multi‑line phone system.

Reviews, accepts, and processes case documents for the Circuit/Family/Juvenile Court for all criminal, civil, domestic, family and juvenile cases, as well as Personal Protection Orders before the Circuit Court. Creates, intakes, revises, destroys, transmits, and maintains all records of Circuit Court cases in multiple case management software systems.

Maintains records in both electronic and non‑electronic formats. Assists customers in researching documents in electronic and digitized files, microfiche, hardcopy, and other records storage media. Maintains legacy case histories and files.

Assesses and determines the accessibility to and release of records in the custody of the Clerk/Register’s Office, including records of a highly confidential or sensitive nature. Complies with SCAO regulations regarding confidentiality of non‑public records and personal identifying information.

Regularly reviews data inputs and reports of others to resolve discrepancies or errors and communicates with the appropriate agencies to correct records, including but not limited to validations of Law Enforcement Information Network data. Upon deputization by the Ottawa County Clerk/Register, prepares and issues conformed copies, true copies, certified copies, and attested copies of court records after careful review of the original record.

Assists in the preparation of various court documents for processing, signature, or upcoming court hearings. Prepares affidavit of mailings and serves notices to involved parties by mail. Reviews orders drafted by attorneys for accuracy, completeness, and compliance with appropriate Court Rules and Statutes, obtains Judge’s signature or explains required procedures for obtaining judicial approval to the attorney from whom the order was received.

Issues and signs case initiating summons, fee waivers, defaults, writs of garnishments and subpoenas where granted by court rules.

Assists the Judge and judicial staff during, after and prior to court proceedings with clerical and administrative support as needed. Attends court proceedings and enters information on court actions and motions. Prepares and processes all necessary court orders and post‑hearing documents as required by court.

Programs costs, fines, fees, restitution and bonds into case management solution. Tracks and distributes all restitution and bonds according to State guidelines.

Receipts in various payment methods for costs or filing fees associated with each case type, including but not limited to cash, check, credit/debit card, and electronic funds transfer. Maintains and balances cash drawer daily.

Processes incoming and outgoing changes of venues, case transfers, and removals to other courts. Prepares and sends court records or copies thereof to other courts utilizing various methods of transit, including operating electronic record transfer system as deployed by other courts. Compares case history and docket entries with the pleadings and other filings to ensure a complete and accurate file is transferred.

Reviews and verifies the accuracy of Circuit Court records and transmits records to the Michigan Court of Appeals and Michigan Supreme Court for appellate review. Transmits records or copies thereof by means requested by the appellate court, including…