Under the supervision of the Probate Register and Chief Deputy Probate Register, performs a variety of tasks related to the processing of estate, guardianship, mental health, and related probate matters Sets up files, receives and files legal documents, receipts fees and provides information to attorneys and the public regarding the processing of probate matters. Indexes information to computer on assigned matters.
Essential Functions
1. Receives, records, and files legal documents. Reviews documents. Prepares supportive documentation
2. Processes, types, maintains all legal documents and legal files. Enters information. Types adjournments, distributes notices of new date, revises orders to reflect date and files.
3. Provides information to attorneys and the public. Assists individuals with inquiries
4. Interacts and communicates on a regular basis with other courts, hospitals, and agencies.
5. Sets hearings and issues notices and subpoenas to affected parties, and schedules/reschedules Hearings. Ensures files are in order, Prepares orders and call sheets. Arranges and prepares orders for interpreters as well s independent medical evaluations for upcoming hearings.
6. Accepts and receipts mental commitment petitions. Coordinates scheduling with mental health units, attorneys, and other probate courts. Maintains statistics of unit and runs and reviews computer generated reports. Records hearings. Processes mental health orders and forwards statutorily required matters to the LEIN.
7. Opens, processes and maintains guardianship and conservatorship files. Processes files. Assists guardians and conservators by accepting annual accounts for review by Probate Register and files annual accounts and reports.
8.Sets up new files for estates, verifies, types orders, and enters information on filed pleadings and other case information. Indexes other information.
9. Reviews and verifies the account totals. Drafts memos for each account reviewed recommending allowance or denial of the account, and submit to the Probate Register.
10. Prepares cases for Probate Register or Judge. Reviews file to prepare for discharge and ensures that all requirements have been met. Schedules and coordinates Probate Court jury trials.
11. Assists in maintaining case files. Identifies potential problems or discrepancies for the Probate Register or Judge.
12. Performs indexing/entering of estate, mental, guardianship and other matters.
13. May serve as Court Recorder for Probate Division hearings. Prepares transcripts for hearings as requested.
14. Processes out-going mail. Receives incoming mail, sorts and distributes. Processes filings via email.
15. Performs a variety of related support. Prepares orders, discharges, and other documents. Assist the public with viewing microfilmed records.
16. Monitors files for potential problems, discrepancies and deficiencies and conducts guardianship reviews. Responsible for sending out the Notice of Hearing for all Account hearings, following up with the Guardian Ad Litem assigned to files, Adult Protective Services, Child Protective Services, and/or Community Mental Health to ensure that all reports are filed prior to hearings. Prepares orders for guardianship reviews and orders following guardianship reviews.
17. Acts as an advisor and assists the Department of Health and Human Safety, CMH, APS, CPS, local law enforcement and Hospitals regarding Court proceedings and technical aspects.
18. Represents the Court in training opportunities offered to the public and outside agencies such as Conservatorship Training Course as well as present presentations to the local law enforcement agencies, Crisis Intervention Training team, as well as the local legal bar associations.
19. Maintains the Ingham County Probate Court website as directed along with provide regular updates to both the website and case management system along with forms and packets.
20. Assists in investigation and information by performing criminal background checks and Central Registry background checks on potential or assigned fiduciaries.
21. Acts as Guardian Ad Litem (“GAL”) on the Court’s behalf to conduct investigations for statutorily required Guardianship Reviews.
22. Signs legal documents and orders with the force and effect of law for the Probate Register and/or Judge as permitted by statute.
Other Functions
- Performs other duties as assigned.
- Must adhere to departmental standards in regard to confidentiality and other privacy issues.
The above statements are intended to describe the general nature and level of work being performed by people assigned this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.
Employment Qualifications
Education: A minimum of an Associate’s Degree in paralegal studies, legal studies, criminal justice or a related field or advanced training such as that acquired in the first two or three years of college/university, technical school, or business school is required.
Experience: Two years of experience including word processing, office procedures, and public relations.
Other Requirements: May be required to be certified as an Electronic Court Recorder or Electronic Court Operator by the Michigan Supreme Court within six months after employment.
The qualifications listed above are intended to represent the minimum skills and experience levels associated with performing the duties and responsibilities contained in 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.
Working Conditions
This position works in an indoor environment. There is no planned exposure to prominent lights, noises, odors, temperatures or weather conditions.
This position may be required to travel for meetings and/or appointments. Some appointments may be held at personal residences where levels of cleanliness and safety vary.
Physical Requirements
- This position requires the ability to sit, stand, walk, traverse, climb, balance, twist, bend, stoop/crouch, squat, kneel, crawl, lift, carry, push, pull, reach, grasp, handle, pinch, type, endure repetitive movements of the wrists, hands or fingers.
- This position performs light work requiring the ability to exert 20 pounds or less of force in the physical requirements above.
- This position primarily requires close visual acuity to perform tasks within arm’s reach such as: viewing a computer screen, using measurement devices, inspecting and assembling parts, etc
- This position requires the ability to communicate and respond to inquiries both in person and over the phone.
(This job requires the ability to perform the essential functions contained in this description. These include, but are not limited to, the requirements listed above. Reasonable accommodations will be made for otherwise qualified applicants unable to fulfill one or more of these requirements.)
UAW H
October 2021
