Administrative Assistant - Coldwater, United States - Branch County Friend of the Court

Description

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General Summary:

Under the supervision of the Director, provides administrative support to Director, Investigator and Case Managers, including but not limited to processing incoming mail, preparing new files, responding to client inquiries, processing, and filing orders, and operating word processors, typewriters, scanners, shredders, computers and other general office equipment.

Description of Work:

The duties and responsibilities for this administrative professional include all of the following, however, specific responsibilities and assignments may vary between and among individual members of the administrative professional staff based on office needs, changes in Michigan statutes, administrative directives from the State and federal authorities and policies prescribed by the Circuit Court.

These are not to be construed as exclusive or all inclusive. Other duties may be required and assigned.

• Serves as receptionist responsible for answering phones, receipt of child support payments; responding to customer inquiries, and routing to the appropriate Friend of the Court staff members as necessary.
• Responsible for scheduling, and maintaining calendar of, conciliation conferences, mediations, hearings, appointments, etc.; forwarding same to all parties pursuant to Michigan Court Rules; making appropriate entries into MiCSES (the Michigan Child Support Enforcement System), and completing and filing appropriate Certificates of Service with the Clerk.
• Manages office security by screening visitors and permitting entry into offices as appropriate.
• Receives, opens, sorts, processes, logs and distributes incoming mail, pleadings, court orders, etc. Logs and forwards outgoing mail.
• Provides non confidential account information, explanations of court policy and procedure or other requested information to attorneys, other departments, the Court, customers and the general public.
• Transcribes dictation and/or prepares and finalizes outgoing correspondence, recommendations, responses to customers, etc. generated by the Director, Investigator and/or Case Managers.
• Finalizes motions, recommendations, etc. and monitors objection times and sends proper notices to the parties, filing appropriate certificates of service with the Clerk.
• Send out abatement notices, parenting time complaint notices, certified mailings on interstate cases, employment status letters, pre show cause notices and track and follow up on same.
• Sends verifications, tracks and prepares support review files.
• Prepares new case files, closes inactive files, and manages closed files per file retention policy.
• Recalls bench warrants and updates and performs LEIN validations when needed.
• Performs other general office and clerical duties such as: prioritizing work, typing, proofreading, copying, faxing, distributing and filing finished documentation.
• Review, evaluate and determine necessary required actions on all establishment Court Action Referrals (CARs).
• Schedule all appointment and perform and/or maintain genetic testing schedule.
• Return general inquiry phone calls and correspondences received by Director, Investigator and Referees.
• Perform data entry for establishment and enforcement cases.
• Assist with establishing and maintaining partnerships with community resources.
• Communicate with individuals from the Michigan Office of Child Support, Department of Health and Human Services, other courts, law enforcement offices, etc.
• Generate reports and take appropriate action on files, as well as responding to system and case alerts.
• Answer questions and provide information and appropriate forms to parents and their attorneys.
• Prioritize and complete tasks on a large volume of cases and in different functional areas.
• Interact with customers in a courteous, biasfree and professional manner;
• Attend training seminars and conferences, virtual and/or within the State of Michigan.
• Process National Medical Support Notices and Objections, returned mail, parenting time complaints, employer disclosures, etc.
• Generate Income Withholding Orders.
• Complete any special projects as directed by Director, Investigator and/or Case Managers.
• Performs additional or special administrative assignments at the direction/request of the operations manager and/or the Friend of the Court Director.

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Qualifications:


Education:
This position requires a high school diploma or equivalent. Associate's or Bachelor's Degree preferred. Keyboard skills are necessary to type with speed and accuracy and the ability to transcribe dictation as required.


Experience:
At least one year of prior secretarial experience in a government or law office or private business. Previous work must involve contact with the public or private clients.


Other knowledge, skills and abilities:
Exceptional customer service required. Ability to communicate effectively; to use tact and diplomacy and understand peop