CLASSIFICATION DETAILS
DEPARTMENT: Probate Court
HIRING AUTHORITY: Chief Probate Court Judge
FLSA STATUS: Non-exempt - Overtime pursuant to Collective Bargaining Agreement or Human Resources and Labor Relations Policy
EMPLOYMENT RELATIONSHIP: Just cause subject to probationary period
CURRENT HOURS AND STARTING TIME: Full-time (37.5 hours per week) position. The starting time for this position is currently 8:00 a.m.
JOB SUMMARY:
Under direction, provides day to day administrative support to an assigned Probate Judge. This includes management of assigned Probate Judge's docket/calendar, entering court hearing results in the court's case management system, processing and/or preparing orders, and working directly with judges, attorneys, guardians, public administrators, Friend of the Court, Juvenile Division, and the public.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES
Prepares Judge's courtroom weekly docket.
Obtains all required case files on the week's docket.
Reviews and organizes files for complete record of case progress.
Enters results of court hearings into court case management data system (motions, dispositions, pretrial settlement conferences, status conferences, etc.).
Documents events in court case management data system.
Notifies proper departments such as Sheriff, Friend of the Court, Secretary of State, and Probate Court Administration on events in the courtroom that occur during session on record, when necessary.
Records for the Judge and enters events into court case management system that transpire in the Judge's chambers based on communications from the judge in the form of orders from the Judge or attorneys.
Checks all Parties into cases on the docket, managing the flow of the courtroom.
Gives oath as needed to defendants, witnesses, and interpreters.
Maintains jury personnel and pay records.
Prepares and processes orders following court hearings for accuracy, format and compliance with Court policy and rule and enters the orders into the court case management system.
Obtains Judge's signature on orders as necessary.
Answers questions from general public, prosecutors, attorneys, litigants, paralegals, guardians, and internal departments in the processes and procedures of Probate Court.
Maintains internal filing of documents, records and data entry.
Performs related duties as assigned.
QUALIFICATIONS
Required Education and Experience
- Possession of a high school diploma or certificate of successful completion of the General Education Development (GED) Test
- Three (3) years of related work experience processing probate, civil, criminal and/or domestic cases in a court or legal setting.
COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES
Knowledge of:
- Legal terminology and court procedures
- Modern office procedures, methods and computer equipment
- Court case management system operation
- Michigan Court Rules and applicable laws
- Court internal procedures and policies
- Probate Court laws and rules
Skill in:
- Interpersonal skills necessary to develop and maintain effective and appropriate working relationships
- Performing a variety of duties, often changing from one task to another of a different nature
- Performing basic mathematical functions such as addition, subtraction, multiplication, division, percentages, and ratios
- Assigning, prioritizing, monitoring, and reviewing work assignments
- Maintaining office organization
- Working in a fast paced organization
Ability to:
- Make decisions applying Probate Court laws and rules
- Meet schedules and deadlines of the work
- Maintain the confidentiality of information and professional boundaries
- Problem solve
- Prioritize and multi-task in a fast paced environment
- Operate the court case management system, computerized office equipment and software
- Understand and follow court rules, policies and practices
- Maintain attention to detail for accuracy
- Train and assist other Probate Clerks in job duties
- Complete data entry into the court case management system
- Work in an environment which embraces the county’s Dignity Campaign
- Effectively speak, write and understand the English language
- Effectively speak, write and understand a language other than English is preferred
- Understand and carry out oral and/or written instructions
- Accurately organize and maintain paper documents and electronic files
- Maintain the confidentiality of information
- Work independently
