Legal Assistant- Shiawassee County


General Summary

Under the direction of the Prosecuting Attorney, the Chief Assistant, and an Assistant Prosecuting Attorney-Supervisor of the Child Support Unit, assists in establishing paternity and obtaining child support orders in cases referred by the Department of Human Services (DHS) under the Title IV-D (IV-D) Cooperative Reimbursement Program (CRP) Contract between the County and the State of Michigan.  Conducts interviews and creates legal documents to establish parentage, establish child support, and recover certain local and State program costs. Conducts parent location efforts.

Duties include daily extensive use of the Michigan Child Support Enforcement System (MiCSES), generation of reports and documents from computer-based information systems which require background clearances, secure login, and maintenance of confidentiality subject to civil and criminal penalties, obtaining information from participants, preparation of various types of documents, maintaining case files, and entering computer data.

Essential Functions

  1. Processes paternity and child support Court Action Referrals (CARs) and resulting cases, including setting up appointments for incoming referrals, inputting data to the MiCSES statewide computer system, generating intake forms and letters, generating various legal documents (e.g.: complaints, summonses, and various motions and orders), and generating miscellaneous documents needed in the administration of the CRP program.
  2. Performs Local Operations Administrator (LOA) duties such as updating County information into MiCSES, transfers cases, re-assigns roles and sets up scheduling screens.  Maintains systems security, replacing out-going employees with incoming employees.  Runs local and central queries.
  3. Arranges scheduling for genetic testing through contact with the genetic testing facility staff and contact with the parties to be tested.  Maintains certification with the testing facility to conduct genetic specimen collection of the parties and involved children by the buccal swab method on a local basis.
  4. Creates and maintains active files within the Prosecutor’s electronic records management system.
  5. Ensures files are in order and complete for court proceedings, prepare and serve notices of hearing on the parties or their attorneys of record, and prepare and file proofs of service of notices of hearing.  Gathers information from Court file for inclusion in attorney case file.
  6. May interview custodial and non-custodial parents to obtain necessary information related to child support and paternity case files and court actions; enters information into the MiCSES system and generates pleadings and other legal documents for client to sign, and explains document purpose and procedures to clients.
  7. Monitors and responds to informational requests and correspondence from out-state agencies. May discuss and clarify procedural inquiries from participants and caseworkers from other states.
  8. Locates parties by processing postal verifications and employment verifications, utilizing LexusNexus Accurint, SAP Business Objects, Facebook, and other online and social media platforms.
  9. Prepares and delivers necessary paperwork for the process server to serve defendants on paternity and support cases, helps monitor service of process progress, and tracks service status for Child Support Unit.
  10. Provides general assistance with child support cases, including tracking cases, responding to inquiries, and coordinating cases with the Department of Human Services and the Office of the Friend of the Court.  Generates notes to file regarding contacts and events.
  11. Closes out CARs in the MiCSES system and facilitates the transfer of the MiCSES case from the establishment function of the Prosecuting Attorney’s office to the enforcement function of the Friend of the Court.
  12. Works on file retention in office electronic records management system or archived physical files, as necessary.
  13. Closes-out the Child Support Unit’s paternity and support case files and prepares files for storage and archival.  Purges or destroys files as necessary per office document retention policy.
  14. Processes accounts payable, type vouchers for submission to County Clerk, and ensures proper authorization and documentation are present.
  15. Attends periodic training and conferences requiring one or more overnight stays.
  16. Ensures adequate office supplies, processes office supply billing and maintains records regarding supply orders and billings.
  17. Performs a variety of secretarial support tasks such as responding to telephone calls, typing forms, copying, faxing, and filing.
  18. Performs daily courier/correspondence function between Prosecutor’s office and other county offices and the courts; delivers mail for posting.
  19. Serves as a data processing liaison for Prosecutor’s office to other outside agencies relative to child support establishment.
  20. Maintains electronic appointment calendar for Child Support Unit.

This list may not be inclusive of the total scope of the job functions to be performed. Duties and responsibilities may be added, deleted or modified at any time.

Employment Qualifications

Education: High school graduation or equivalent. Prefer advanced coursework in word processing and legal secretarial areas.

Experience: One year of prior typist/secretarial experience in a legal setting providing a knowledge of legal terminology and court procedures. Requires some knowledge or experience with computer systems.

The qualifications listed above are intended to represent the minimum skills and experience levels associated with performing the duties and responsibilities contained 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.

Physical Requirements

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.

Ability to access filing systems.

Ability to enter and retrieve information from computer system.

Ability to generate various documents from computer system.

Ability to operate copying and scanning for extended periods.

Ability to sit at computer systems for extended periods.

Ability to access various offices within the County.

Ability to remove books and other reference materials from bookshelves and transport to and from worksite.

Working Conditions

Works in office setting.

Exposure to individuals involved in domestic relations disputes.

Exposure to individuals who may have illnesses including HIV/AIDS.