Administrative Aide - Prosecutor's Office

Livingston County was named a 2023 Top Workplace by the Detroit Free Press! Based solely on employee feedback, the Top Workplace title is a badge of honor for the County.
With over 700 employees serving within 18 departments, 5 elected offices, and 5 Courts, Livingston County's top priority is providing effective and efficient services that improve the quality of life for all of our residents.
Position Summary: Under the supervision of an assigned supervisor or department head, performs clerical administrative and records management functions with extensive public and customer service interaction.
Required duties include skill in records management, data entry and database upkeep, customer service and similar activities.
Maintaining a high level of confidentially with regard to individual cases is essential.
Specific job duties include answering incoming calls, obtaining appropriate information and relaying that information to office staff.
Greeting guests at the window and assisting them in a professional manner.
Responding to and fulfilling "Freedom of Information Act" or "FOIA" requests.
Other duties include maintaining electronic files, maintaining communication with court staff, defense attorneys, police agencies, and Prosecutor's Office staff.
Executing accurate workflow procedure to ensure office staff receive all incoming correspondence.
This position requires attention to detail, and the ability to handle multiple tasks at the same time, while maintaining accurate and timely documentation.
Benefits: Retirement plan includes a 401a with up to 8% employer contribution Comprehensive Medical, Pharmacy, Dental & Vision Optional HSA with an employer match Optional Voluntary 457 Deferred Compensation plan Short-term & Long-term disability & Basic Life & AD&D insurance Health & Dependent Flexible Spending Accounts Paid vacation, sick days & 13 Holidays.
Unused vacation and sick time rolls over Tuition Reimbursement Up to $500 annual Wellness reimbursement* & $100 incentive for completing your annual physical & Health Assessment.
Voluntary benefits such as Pet Insurance, Accident, Critical Illness, Hospital & Whole Life policies Employee assistance program *Pro-rated based on DOH Pay Rate Information: The Administrative Aide position is a non-union/full-time position and starting pay is $19.
37/hr.
This position is eligible for step pay increases within our Non-Union Grade 3 Wage Scale.
Top end of the current wage scale for this position is $24.
53/hr.
Essential Job Functions: An employee in this position may be called upon to do any or all of the following essential functions.
These examples do not include all of the duties, which the employee may be expected to perform.
To perform this job successfully, an individual must be able to perform each essential function satisfactorily.
Provides administrative support in the form of being the first line of communication for the Prosecutor's Office.
Answers incoming phone calls, emails, and faxes from the public, police agencies, victims, attorneys, court staff and other.
Prepares and maintains complete and accurate files related to criminal cases, including reports and evidence.
Requests, organizes, maintains, and distributes evidence and certified orders for trial readiness.
Prepares forms, correspondence, reports, memos, and other similar documents and/or materials for proper distribution to case files as well as Prosecutors and support-staff.
Enters data, copies, files and performs other clerical tasks as required.
Maintains appropriate level of confidentiality regarding criminal cases and their victims.
Performs as back-up administrative aide to the Juvenile Court desk ensuring all appropriate job duties are performed during absences.
Also performs back-up duties to District Court Administrative Aides as needed.
Back-up duties include all clerical and administrative tasks performed by the Administrative Aides in those positions.
Responsible for assuring that all criminal cases that have been adjudicated are appropriately closed and filed accordingly.
Responsible for handling all incoming FOIA (Freedom of Information Act) requests that come into the Prosecutor's Office.
Responsibilities include preparing invoices, logging FOIA requests, consulting with our FOIA Attorney, redacting documents, fulfilling or denying requests, and providing requestors with all appropriate documentation.
Assuring that the proper court documents are filed as they relate to distribution of video evidence to defense attorneys.
Keeps and distributes weekly docket to outside agencies.
Receives and files monthly data master logs from Brighton Police Department and the Livingston County Sheriff's Department.
Performs other duties as directed.
Required Knowledge, Skills, Abilities and Minimum Qualifications: The requirements listed below are representative of the knowledge, skills, abilities and minimum qualifications necessary to perform the essential functions of the position.
Reasonable accommodations may be made to enable individuals with disabilities to perform the job.
Requirements include the following: High school diploma or GED supplemented by additional vocational or college-level training in office management or a similar field and five years of progressively more responsible experience in a legal environment including prior supervisory experience.
The County, at its discretion, may consider an alternative combination of formal education and work experience.
Thorough knowledge of the principles and practices of managing a legal office and support staff.
Considerable knowledge of basic court procedures and proceedings, office procedures, scheduling and maintaining meetings, appointments, and other schedules, preparing legal documents and forms, handling sensitive situations, and maintaining detailed and accurate records.
Skill in assembling and analyzing data and preparing comprehensive and accurate reports.
Skill in effectively communicating ideas and concepts orally and in writing.
Ability to establish effective working relationships and use good judgment, initiative and resourcefulness when dealing with County employees, contractors to the County, representatives of other governmental units, professional contacts, elected officials, and the public.
Ability to assess situations, solve problems, work effectively under stress, within deadlines, and in emergency situations.
Skill in the use of office equipment and technology, including Microsoft Suite applications, the County's financial software and software programs utilized by the Prosecutor's Office.
Physical Demands and Work Environment: The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While preforming the duties of this job, the employee is regularly required to communicate in person and by telephone, read regular and small print, view and produce written and electronic documents and enter data on a computer keyboard with repetitive keystrokes.
The employee must be mobile in an office setting, stand, sit, stoop and kneel, use hands to finger, handle, or feel and reach with hands and arms.
The employee must lift or push/pull object of up to 15 lbs.
without assistance.
An accommodation will be made, as needed, for employees required to lift or move object that exceed this weight.
The typical work environment of this job is a business office setting where the noise level is quiet and sometimes moderate.