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As part of our total benefit package, Macomb County proudly offers medical, dental, and vision coverage, with no monthly premium to employees for single, two (2) person or family coverage.Health care, dental and vision benefits are effective the first day of employment.

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CLASSIFICATION TITLE:

SALARY:

DEPARTMENT:

Opening Date:

Closing Date:

FLSA Status: Exempt

EMPLOYMENT RELATIONSHIP: Just cause subject to probationary period

CURRENT HOURS ANDSTARTINGTIME:Full-time (37.5 hours per week) position. Thestartingtime for this position is 8:00am - 4:30pm.

GENERAL SUMMARY

Under direction, provides secretarial and administrative support of a highly independent and confidential nature. Exercises independent judgment in establishing or adapting work procedures to new situations.

ESSENTIAL FUNCTIONS & RESPONSIBILITIES

Prepares and manages confidential and sensitive documents, correspondence and memorandums.

Maintains attorneys' calendars for appointments, docketing and deadlines, and advises attorneys of approaching critical dates with sufficient lead time to complete the subject activity by its deadline.

Manages all aspects of court filings (preparation, proofreading, finalizing and e-filing documents, to various courts and jurisdictions).

Coordinates client appearances for attorney meetings, depositions, hearings, and scheduled court events.

Coordinates dates and times for client, opposing party, third-party, and expert witness depositions.

Coordinates County employee appearances for third-party case depositions and pre-deposition interviews.

Acts independently as liaison with County departmental representatives and points of contact for the location, retrieval, and production of departmental documents, records, recordings, and electronic data collections.

Reviews, maintains, and organizes litigation case files and related document collections in a manner consistent with each attorney's individual preferences.

Maintains communication with courts, judges, attorneys, department directors, county employees and the public.

Manages the office clerical functions (phones, messages, emails, etc.).

Administers payroll entry, maintenance and accumulation of time-off tracking.

Maintains monthly expense reports, mileage, travel requests and out of pocket expense reimbursement.

Receives and processes all incoming invoices for litigation files, books and subscriptions.

Maintains and orders office supplies.

Monitors the department budget, processes reimbursement check requests, tracks outside attorney expenses and fees or disbursements paid out.

Creates and sends reports to departments as assigned.

Liaisons with the Macomb County's Information Technology Department for service requests, computer and office equipment repair/replacement, software updates and installations.

Administers, manages and trains department staff on the legal file management system software for the department.

Operates an automobile to perform assigned job functions.

Performs related duties as assigned.

QUALIFICATIONS

Required Education and Experience

• Associate's degree from an accredited college or university or sixty (60) credit hours of relevant college-level course work in Business, Legal Secretary Administration, English, Communications, or similar coursework

• One (1) year of related work experience, such as a legal assistant, legal secretary or related office support role

Required Licenses or Certifications

• Possession of a valid Michigan driver's license and operable, insured automobile for authorized travel

• Commissioned by the State of Michigan as a Notary Public within 60 days of hire

COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES

Knowledge of:

• Legal terminology and court procedures

• Principles and practices of basic bookkeeping

• Modern office procedures, methods and computer equipment

• Legal office operation

• Policies and commitments of maintaining confidential information

• Principles of governmental budget and financial management

• Computer technologies, software operation and troubleshooting processes

• County government policies and procedures for Board of Commissioner's resolutions, approval and implementation

• Parliamentary processes for government

• The status and progress of litigation cases and all related component activities

• State and Federal trial and appellate court rules and judicial practice guidelines

Skill in:

• Interpersonal skills necessary to develop and maintain effective and appropriate working relationships

• Performing a variety of duties, often changing from one task to another of a different nature

• Performing basic mathematical functions such as addition, subtraction, multiplication, division, percentages, and ratios

• Maintaining confidentiality in all elements of work

• Communicating with diplomacy and tact with a wide range of individuals throughout the community

• Managing inter departmental operations (payroll, accounts payable/receivable actions, etc.)

• Managing and processing the receipt of litigation related files and paperwork, fees and disbursements

• Managing the department's budget, business supplies and purchasing

• Maintaining working relationships with Elected Officials and other County departments necessary for service (IT, Finance, HR, Facilities and Operations, Purchasing)

• Consistently demonstrate the ability to adapt, overcome, and persevere, multitask, prioritize work assignments, practice effective time management, and meet deadlines

Ability to:

• Meet schedules and deadlines of the work

• Assist in preparation of legal pleadings

• Establish and maintain effective working relationships with Elected Officials, Executive Staff, Department Heads, employees, community leaders and the general public

• Understand and consistently employ appropriate legal terminology, proper grammar, spelling, sentence and paragraph construction, syntax, vocabulary, and the ability to recognize and exercise the initiative to independently correct attorney writing errors

• Work with multiple types of computer software for the operation of the office

• Learn new software operations quickly

• Gather information and prepare concise, clear reports

• Liaison with various departments throughout the County

• Maintain task orientation, exercise initiative, and apply imaginative solutions in problem solving situations

• Work in an environment which embraces the county's Dignity Campaign

• Effectively speak, write and understand the English language

• Effectively speak, write and understand a language other than English is preferred

• Understand and carry out oral and/or written instructions

• Accurately organize and maintain paper documents and electronic files

• Maintain the confidentiality of information and professional boundaries

• Work independently

WORK ENVIRONMENT/CONDITIONS

The work environment and exposures described here are representative of those an employee encounters while performing the essential functions of this job.

N/S=Never/Seldom O=Occasionally F/C= Frequently/Continuously

Work Environment

Office or similar indoor environment: F/C

Outdoor environment: N/S

Street environment (near moving traffic): N/S

Construction site: N/S

Confined space: N/S

Exposures

Individuals who are hostile or irate: N/S

Individuals with known violent backgrounds: N/S

Extreme cold (below 32 degrees): N/S

Extreme heat (above 100 degrees): N/S

Communicable diseases: N/S

Moving mechanical parts: N/S

Fumes or airborne particles: N/S

Toxic or caustic chemicals, substances, or waste: N/S

Loud noises (85+ decibels): N/S

Blood Borne Pathogens: N/S

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.

N/S=Never/Seldom O=Occasionally F/C= Frequently/Continuously

Demand:

Balancing on even or uneven surfaces/ground: N/S

Bending (forward or backward bending at the waist): O

Climbing up or down stairs, ladders, scaffolding and platforms: N/S

Crawling (moving about on hands and knees): N/S

Inspecting in confined spaces: N/S

Digging: N/S

Driving on sealed and unsealed roads: O

Grasping, gripping, holding, clasping with fingers or hands: O

Kneeling to work at low levels: N/S

Manual Dexterity (fine finger movements i.e., keyboard operating, writing): F/C

Lift/Carry/Move objects from one level/position to another:

Up to 10 pounds: O

Up to 50 pounds: N/S

More than 50 pounds: N/S

Over 100 pounds: N/S

Push/Pull objects away from or towards the body: O

Reaching overhead (arms raised above the shoulder) or forward reaching (arms extended): O

Sitting in a seated position during the task performance: F/C

Standing in an upright position without movement: O

Walking considerable distances in the facility on multiple surfaces: O

Running considerable distances in the facility on multiple surfaces: N/S

GENERAL REQUIREMENTS AND DISCLAIMERS

Complies with P.A. 390, as amended, known as the State's Emergency Management Act and the County's Emergency Management resolution as well as all related plans, policies and procedures covered by those statutes.

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require accommodation to apply for a job or to perform your job. Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment amongst other possible accommodations.

The UAW Local 889 (Probate Court/Corporation Counsel) bargaining unit represents this position. Therefore, there may be contract language which could require consideration in the selection process.