County Clerk Records Clerk

Oakland County•Pontiac, MI

10d•$21 - $28•Onsite

About The Position

Oakland County is more than just a workplace. It is a place where you can make a real difference. As one of Michigan’s leading public service organizations, we are committed to strengthening communities, delivering essential services, and improving the quality of life for nearly 1.3 million residents. When you join our team, you become part of a mission-driven workforce guided by integrity, innovation, and a passion for public service. We offer competitive pay, comprehensive benefits, and the opportunity to do meaningful work that matters. Apply today and help shape the future of Oakland County, where we are All Ways Moving Forward. For more information about Oakland County benefits and employee perks, please visit: https://www.oakgov.com/government/human-resources/benefits/new-hire General Summary $20.83 - $27.91 Interested in helping ensure elections run smoothly and accurately? Join our Elections Division and play a vital role in serving elected officials, candidates, and the public. What You’ll Do Provide assistance to elected officials, candidates, and the public by phone and in person, offering guidance on election procedures and related documentation. Review and process campaign finance reports to ensure compliance with applicable regulations. Process and maintain official documents including petitions, affidavits, board resolutions, fiscal notes, and Board of Commissioners meeting minutes for the County Clerk. Manage Interlocal Agreements and file them with the Office of the Great Seal. Process U.S. Passport applications and provide information to applicants. Assist with election canvassing and certification processes. Administer oaths of office to newly elected officials and newly appointed County deputies. Sort and distribute incoming mail to division staff and local jurisdictions. Support higher-level staff with Early Voting operations as needed. Utilize current countywide and department-specific software systems to complete assignments accurately and efficiently. Why You’ll Love It Here Play a meaningful role in maintaining the integrity and transparency of the election process. Work in a collaborative, public-service driven environment supporting elected officials and the community. Gain exposure to a wide range of governmental processes including elections administration, campaign finance, and official records management. Develop valuable administrative, regulatory, and public service experience within county government. Contribute to a team that supports civic engagement and the democratic process at the local level. Minimum Qualifications EXPERIENCE, TRAINING, KNOWLEDGE, SKILLS & ABILITIES REQUIRED MINIMUM QUALIFICATIONS 1. Must be a high school graduate or have a certificate of successful completion of the General Educational Development (GED) Test. 2. Have had one (1) year of full time clerical experience as an employee in a county or municipal clerk’s office or court. WHEN ASSIGNED TO THE ELECTIONS DIVISION 1. Must be a high school graduate or have a certificate of successful completion of the General Educational Development (GED) Test. 2. Have had one (1) year of full time clerical experience as an employee in a county or municipal clerk’s office, Equalization or Assessing Office, or Circuit Court. ADDITIONAL DESIRABLE QUALIFICATIONS 1. Considerable knowledge of Circuit Court Laws, court rules, practices, and procedures. 2. Considerable ability to perform legal clerical activities. 3. Considerable ability to work successfully with attorneys and the public. 4. Considerable knowledge of modern office practices and procedures. 5. Considerable ability to follow oral and written instructions. 6. Reasonable ability to communicate and interact with the general public. 7. Reasonable ability to make general decisions in accordance with departmental policies and procedure. 8. Reasonable ability to utilize current word processing, spreadsheet, database, e-mail, and Internet software. ESSENTIAL JOB FUNCTIONS WHEN ASSIGNED TO LEGAL RECORDS UNIT Creates Register of Action entries for criminal, civil and domestic cases that are part of the official court record. Supports case initiation for new lawsuits that are filed in the Circuit Court with complete accuracy including civil actions, divorce and family matters, contract cases, personal protection orders, appeals, etc. Provides information to attorneys and the general public regarding procedures involved in the completion and filing of a wide variety of documents related to legal matters under the jurisdiction of the Circuit Court. Ensures legal sufficiency of papers for filing. May act as a back up to the County Clerk Records Specialist positions by issuing court related documents such as Summons, Garnishments, Defaults, and other writs by reviewing the court file in order to determine eligibility, expiration dates, appropriate parties, and fees. Maintains understanding of criminal statutes in order to process criminal court documents, interpret judgment of sentence, and determine bond status. Interacts with a variety of County departments and local agencies including Prosecutor, Probation, Immigration, Court Administration, Pre-trial Services, Reimbursement, correctional facilities, law enforcement agencies and federal agencies. Updates drivers’ license restrictions and suspensions on reportable charges through the Secretary of State. Performs research to determine if the record is public or non-public and updates the case records accordingly. Provides judges, clerks, attorneys, and the general public with information relative to Circuit Court cases which may be confidential. Exercises judgement within established guidelines in determining whether the requesting individual is authorized to receive such information. Performs a supportive role to the County Clerk Records Specialist positions by reviewing, processing, assessing fees and accepting electronically and traditionally submitted court documents. Fulfills phone and email requests for record verifications, name searches, copy and microfilm orders by reviewing the court record, identifying if the case is public, and locating the document(s) based on the customer’s request. Prepares and forwards the court record to the Court of Appeals or the Supreme Court when appeals are filed according to court rule. Accepts and transfers cases that have been ordered by the court to change venue/transfer to a different court. Maintains an accurate record of sent, received, and pending cases. Utilizes current countywide and/or department specific software to complete assignments. WHEN ASSIGNED TO VITAL RECORDS UNIT Reviews and processes incoming birth, marriage, and death records occurring in Oakland County. Ensures accuracy and completeness of records. Scans, indexes, and files documents associated with each event. Based on statue, determines eligibility of customers requesting certified copies of birth, marriage, and death records. Fulfills record requests received in person, by mail and by online order. Processes CPL’s based on statue by verifying state-issued identification, determines if certificate of training documentation is required and complete, enters data from application to the Michigan State Police (MSP) CPL portal as well as the Vital Records Management System (VRMS) database and assesses appropriate fee. Issues marriage licenses according to statue by verifying age and residency, captures vital information in VRMS, assesses appropriate fees, captures approval signatures, administers an oath, and creates the license and affidavit forms. Processes Assumed Name, Co-Partnership and Notary applications, processes military discharge records and issues Veteran ID cards and assists the public with genealogy requests. Prepares and transmits incoming birth, marriage, death and divorce records to the Michigan Department of Health and Human Services Vital Records Office. Performs the functions of a Notary Public. Utilizes current countywide and/or department specific software to complete assignments. WHEN ASSIGNED TO THE ELECTIONS DIVISION Provides information to elected officials and the general public regarding procedures involved in the completion and filing of a wide variety of documents related to legal matters under the jurisdiction of the Elections Division which are processed through the Clerk/Register Department. Ensures legal sufficiency of papers for filing. Provides elected officials, local city/township clerks, and the general public with information relative to election procedures. Assists with the proofreading of ballots for all elections. Proofreading includes reviewing candidate names for spelling, rotation on ballots and accuracy of layout. Coordinates proof ballot mailing to candidates. Test ballots through the voting machine for accuracy. Receives and verifies for legal sufficiency, petition and affidavit documents from the general public and elected officials in person or through the mail, to initiate the process of filing for office. Ensures affidavit and/or petitions are filed in accordance to State and Federal mandated filing schedules and state law. Receives and verifies for legal sufficiency, campaign finance records related to the election process as required by State Election and Campaign Finance laws. Ensures timely and accurate notification to candidates, the Attorney General and the County Treasurer’s Office. Maintains records of elected official’s terms of office, resignations and appointments. Swears in new, regular and special deputies employed by the County and maintains a record of their deputation by having them sign the registration book and administering the prescribed oath. Maintains Board of Commissioners meeting minutes, resolutions, and fiscal notes for County Clerk. Processes Interlocal Agreements and files with the Office of the Great Seal. Attends all Board of Commissioners and caucus meetings to create the meeting minutes, record roll call votes and assist with parliamentary procedures. Coordinates with District Courts on creating jury pools. Send out Jury Questionnaires and qualifying jurors. Assists upper level staff with Early Voting as needed. Utilizes current countywide and/or department specific software to complete assignments. ESSENTIAL PHYSICAL & MENTAL REQUIREMENTS Ability to communicate to accurately convey information. WORKING CONDITIONS Work is performed in a typical office environment. IMPORTANT NOTE: The primary purpose of this job description is to set a fair and equitable salary range for this job classification. Generally, only those key duties necessary for proper job evaluation and/or labor market analysis have been included. Other duties and responsibilities will be assigned by the supervisor. Additional Minimum Qualifications Union BU59- United Auto Workers (UAW) Local 889: Clerk/ROD Non-Supv (UAW) If applicable EEO Statement We are committed to a policy of Equal Employment Opportunity and will not discriminate against an applicant or employee on the basis of race, color, religion, creed, national origin or ancestry, sex, gender identity, age, physical or mental disability, veteran or military status, genetic information, sexual orientation, marital status, or any other legally recognized protected basis under federal, state or local laws, regulations or ordinances. Inclusion Statement Oakland County is committed to welcoming applicants from all backgrounds, including those with prior convictions, as we believe in providing equal opportunities for all. We value the unique perspectives and experiences each individual brings to our team and are dedicated to fostering an inclusive, supportive workplace. If you have the skills and qualifications for the position, we encourage you to apply. All candidates are evaluated based on their ability to meet the job requirements, legal obligations and thrive in our organization. All ways, MOVING FORWARD. At Oakland County, we offer a stable and supportive work environment, competitive salaries, comprehensive benefits, professional development, and generous education assistance program. We value the dedication and hard work of our team and our commitment to the communities we serve - it's at the heart of our success. We're always seeking new ways to enhance our workplace and foster a culture of growth, inclusion, and innovation. We believe that our people are our greatest asset, and our future depends on the diverse perspectives, experiences, and talents of our team. Join us on our mission to keep Oakland County a vibrant place to live, work, and play.

Requirements

Must be a high school graduate or have a certificate of successful completion of the General Educational Development (GED) Test.
Have had one (1) year of full time clerical experience as an employee in a county or municipal clerk’s office or court.
Must be a high school graduate or have a certificate of successful completion of the General Educational Development (GED) Test.
Have had one (1) year of full time clerical experience as an employee in a county or municipal clerk’s office, Equalization or Assessing Office, or Circuit Court.
Ability to communicate to accurately convey information.

Nice To Haves

Considerable knowledge of Circuit Court Laws, court rules, practices, and procedures.
Considerable ability to perform legal clerical activities.
Considerable ability to work successfully with attorneys and the public.
Considerable knowledge of modern office practices and procedures.
Considerable ability to follow oral and written instructions.
Reasonable ability to communicate and interact with the general public.
Reasonable ability to make general decisions in accordance with departmental policies and procedure.
Reasonable ability to utilize current word processing, spreadsheet, database, e-mail, and Internet software.

Responsibilities

Provide assistance to elected officials, candidates, and the public by phone and in person, offering guidance on election procedures and related documentation.
Review and process campaign finance reports to ensure compliance with applicable regulations.
Process and maintain official documents including petitions, affidavits, board resolutions, fiscal notes, and Board of Commissioners meeting minutes for the County Clerk.
Manage Interlocal Agreements and file them with the Office of the Great Seal.
Process U.S. Passport applications and provide information to applicants.
Assist with election canvassing and certification processes.
Administer oaths of office to newly elected officials and newly appointed County deputies.
Sort and distribute incoming mail to division staff and local jurisdictions.
Support higher-level staff with Early Voting operations as needed.
Utilize current countywide and department-specific software systems to complete assignments accurately and efficiently.
Creates Register of Action entries for criminal, civil and domestic cases that are part of the official court record.
Supports case initiation for new lawsuits that are filed in the Circuit Court with complete accuracy including civil actions, divorce and family matters, contract cases, personal protection orders, appeals, etc.
Provides information to attorneys and the general public regarding procedures involved in the completion and filing of a wide variety of documents related to legal matters under the jurisdiction of the Circuit Court.
Ensures legal sufficiency of papers for filing.
May act as a back up to the County Clerk Records Specialist positions by issuing court related documents such as Summons, Garnishments, Defaults, and other writs by reviewing the court file in order to determine eligibility, expiration dates, appropriate parties, and fees.
Maintains understanding of criminal statutes in order to process criminal court documents, interpret judgment of sentence, and determine bond status.
Interacts with a variety of County departments and local agencies including Prosecutor, Probation, Immigration, Court Administration, Pre-trial Services, Reimbursement, correctional facilities, law enforcement agencies and federal agencies.
Updates drivers’ license restrictions and suspensions on reportable charges through the Secretary of State.
Performs research to determine if the record is public or non-public and updates the case records accordingly.
Provides judges, clerks, attorneys, and the general public with information relative to Circuit Court cases which may be confidential.
Exercises judgement within established guidelines in determining whether the requesting individual is authorized to receive such information.
Performs a supportive role to the County Clerk Records Specialist positions by reviewing, processing, assessing fees and accepting electronically and traditionally submitted court documents.
Fulfills phone and email requests for record verifications, name searches, copy and microfilm orders by reviewing the court record, identifying if the case is public, and locating the document(s) based on the customer’s request.
Prepares and forwards the court record to the Court of Appeals or the Supreme Court when appeals are filed according to court rule.
Accepts and transfers cases that have been ordered by the court to change venue/transfer to a different court.
Maintains an accurate record of sent, received, and pending cases.
Reviews and processes incoming birth, marriage, and death records occurring in Oakland County.
Ensures accuracy and completeness of records.
Scans, indexes, and files documents associated with each event.
Based on statue, determines eligibility of customers requesting certified copies of birth, marriage, and death records.
Fulfills record requests received in person, by mail and by online order.
Processes CPL’s based on statue by verifying state-issued identification, determines if certificate of training documentation is required and complete, enters data from application to the Michigan State Police (MSP) CPL portal as well as the Vital Records Management System (VRMS) database and assesses appropriate fee.
Issues marriage licenses according to statue by verifying age and residency, captures vital information in VRMS, assesses appropriate fees, captures approval signatures, administers an oath, and creates the license and affidavit forms.
Processes Assumed Name, Co-Partnership and Notary applications, processes military discharge records and issues Veteran ID cards and assists the public with genealogy requests.
Prepares and transmits incoming birth, marriage, death and divorce records to the Michigan Department of Health and Human Services Vital Records Office.
Performs the functions of a Notary Public.
Provides information to elected officials and the general public regarding procedures involved in the completion and filing of a wide variety of documents related to legal matters under the jurisdiction of the Elections Division which are processed through the Clerk/Register Department.
Assists with the proofreading of ballots for all elections.
Receives and verifies for legal sufficiency, petition and affidavit documents from the general public and elected officials in person or through the mail, to initiate the process of filing for office.
Receives and verifies for legal sufficiency, campaign finance records related to the election process as required by State Election and Campaign Finance laws.
Maintains records of elected official’s terms of office, resignations and appointments.
Swears in new, regular and special deputies employed by the County and maintains a record of their deputation by having them sign the registration book and administering the prescribed oath.
Maintains Board of Commissioners meeting minutes, resolutions, and fiscal notes for County Clerk.
Processes Interlocal Agreements and files with the Office of the Great Seal.
Attends all Board of Commissioners and caucus meetings to create the meeting minutes, record roll call votes and assist with parliamentary procedures.
Coordinates with District Courts on creating jury pools.
Send out Jury Questionnaires and qualifying jurors.
Assists upper level staff with Early Voting as needed.