Legal Scheduling Coordinator - FOC

Job Title

Ingham County Friend of the Court Legal Secretary

Job Description

Under the supervision of the Assistant FOC/Legal provides a broad range of legal secretarial functions. Duties include answering and screening telephone calls, scheduling Referee hearings, maintaining Referee calendars, preparing documents which includes but is not limited to correspondence, and a variety of other legal documents for Attorney/Referees or the Court. Enters data into the Michigan Child Support Enforcement System. Uploads and indexes documents into the FOC electronic filing system. Performs a variety of tasks requiring knowledge of the Michigan Court rules and FOC departmental policies and procedures.

Essential Functions

Coordinates Attorney/Referee dockets. Schedules Referee hearings regarding child custody, parenting time, child support, enforcement hearings, administrative review hearings and related matters in accordance with mandated timelines. Schedules Interpreters as needed for Referee hearings. Assists in securing ADA accommodations when requested for Referee hearings.

Prepares and mails notices of Referee hearing, Referee recommendations/orders, and proof of service in accordance with the Michigan Court Rules. Reviews files for domestic violence and makes accommodations if necessary. Prepares and mails a variety of other miscellaneous correspondence, as needed. Ensures IV-D confidentiality requirements are met, as well as the confidentiality requirements outlined in MCR 1.109.

Prepares files prior to De Novo Show Cause Hearings and Bench Warrant Hearings to ensure that all necessary documentation is present and in order.

Processes recommended orders after bench warrant/show cause hearings held before the Referee, secures signature from the assigned Judge, mails signed orders to parties/attorney of record.

Review and process mail returned from the legal section.

Enters data into the Michigan Child Support Enforcement System.

Serves as the FOC legal section "hub" for the electronic filing system currently known as "Onbase". Reviews document content to ensure assignment of correct indexing code and if routing is required.

Reviews incoming correspondence and determines proper destination, which may include drafting a response to straightforward matters for Referee signature.

Communicates with attorneys, clients, judges/judicial staff, prosecutor's office, the Michigan Department of Human Services/Child Protective Services, the Michigan Department of Corrections, and the Circuit Court Clerk's Office verbally and in writing. May communicate with difficult clients and attempt to resolve issues.

Responds to inquiries from clients and attorneys regarding departmental procedures, schedules, case information and other matters. Reviews case file as necessary to respond. Reviews complaints and obtains necessary information, provides case and procedural information, and refers to other staff as necessary.

Proofreads proposed Referee recommendations/orders and other documents, as needed.

Performs a variety of other support functions such as assembling data, copying materials, mailing/emailing/faxing documents, tracking down information, and related tasks.

May be required to maintain statistical data and/or reports for the legal section.

Observes In Camera Interviews with FOC Referees and Investigators.

Completes various regular training as required by Ingham County/Circuit Court/FOC, as well as the Office of Child Support.

Other duties as assigned.

Employment Qualifications

Education: High school graduation with advanced college-level course work in court administration, business, paralegal, legal secretarial or related areas.

Experience: Two years of progressively responsible secretarial/administrative experience in a court, law office or related setting with experience using word processing software. Must have knowledge of legal terminology and procedures. Two years of secretarial experience in a court or related legal setting.

Other Requirements:

The qualifications listed above are intended to represent the minimum skills and experience levels associated with performing the duties and responsibilities contained in this job description. The qualifications should not be viewed as expressing absolute employment or promotional standards, but as general guidelines that should be considered along with other job-related selection or promotional criteria.

Demonstrates effective communication skills by engaging, interacting and working with all individuals to ensure clarity and understanding in all interactions.

Requirements and Working Conditions

Physical Requirements:

• Ability to access departmental files.
• Ability to enter and retrieve information from a computer.
• Prolonged periods of sitting at a computer terminal.

This job requires the ability to perform the essential functions contained in this description. These include, but are not limited to, the following requirements. Reasonable accommodations will be made for otherwise qualified applicants unable to fulfill one or more of these requirements.

Working Conditions:

• Regular communication via phone/email with clients in various emotional states who may be verbally abusive or hostile.