Wayne County Probate Court
Court Clerk II
Description of Work:
A Court Clerk II plays a vital role in supporting their assigned Judge by efficiently managing the court hearing process. This position requires exceptional organizational skills, attention to detail, and the ability to communicate effectively with various stakeholders. The Court Clerk II is responsible for coordinating hearing dates, preparing case files, and ensuring that all necessary documentation is in order for the judge's review, facilitating the hearing process, as well as preparing the orders following the judge’s decision.
Compliance and Confidentiality:
- Ensure compliance with court policy and procedures, as well as state and federal regulations.
- Ensure that all documentation is complete, accurate, filed and processed in accordance with court policies, procedures, time guidelines and judge’s directive.
- Knowledge of and ability to appropriately apply the Estates and Protected Individuals Code (EPIC), Mental Health Code, Michigan Court Rules, legal terminology, and Court workflow to accomplish departmental responsibilities.
- Maintain confidentiality of sensitive information and adhere to ethical standards in all court-related activities.
Communication:
- Serve as the primary point of contact for attorneys, litigants, and other court personnel regarding hearing schedules and logistics. Provide timely updates and respond to inquiries as needed.
- Respond to inquiries regarding court procedures, case status, hearing status and other related matters.
- Maintains the image of the Judge’s office and the Court through professional, courteous, accurate, and timely responses to inquiries and requests made by the judge, attorneys, coworkers, management, and the public as required.
Duties and Responsibilities:
Courtroom, Docket/Hearing Management:
- Coordinate and schedule court hearings, ensuring that all parties are informed of dates and times. Maintain an organized calendar for the judge and manage any changes or conflicts.
- Manage and maintain accurate records of all hearings, including recordings, outcomes, and any follow-up actions required. Ensure compliance with court procedures and regulations.
- Manage and control the Judge’s docket and courtroom to ensure its smooth and efficient operation.
- Scheduling and rescheduling hearings as ordered or requested.
- Assist the judge during hearings by providing documents, managing evidence, and ensuring that all procedural requirements are met.
- Assist with matters taken under advisement.
- Prepare orders following hearing.
- Operate and verify the functionality of the courtroom recording equipment (i.e. JAVS and Zoom) to ensure court proceedings are recorded and published to the network.
Pre-Hearing/Pre-Disposition Processing:
- Review case files and prepare necessary documents for hearings.
- Ensure all relevant materials are available and organized for the judge’s review prior to the hearing date.
- As needed, perform other functions needed prior to the hearing, such as:
- Adjourn/reschedule hearing dates, including emergency hearings.
- Assist with the maintenance of the judge’s calendar and hearing blocks.
- Appoint/waive guardian ad litem and attorneys.
- As needed, review and process items in Courtroom Prep Queue #97 (NetDMS); such as objections, GAL reports, responses, presented orders, waivers, proofs of service, attorney substitution and other items needed for court hearings or for judge review.
Post-Hearing/Disposition Processing:
- Generate/process all orders according to policy or as directed by Judge.
- Generate correspondence as needed.
- Assist the Judge in managing the caseload by monitoring case files, ensuring the judge’s decisions are complied with, and post-dispositional deadlines are met.
- Monitor a variety of CourtView, Quality Assurance, and SCAO reports to ensure accurate and timely completion of matters associated with the Judge’s Courtroom. Collect, assemble, and analyze data from case files to determine case status, prepare orders for Judge review/determination. Process all follow up procedures and reports needed to ensure case flow is maintained, to ensure all orders have been created, to monitor all pending reports to ensure disposition, to follow up with past due ordered items (i.e. bonds, verification of funds), monitor next available hearing dates to ensure time guidelines are met. Make corrections within case records by processing the missing image and other quality assurance reports designed to locate errors.
- As needed:
- Process and monitor court-ordered and legally required documents to ensure cases timely progress to completion. This includes 1st and 2nd extension requests, receipts, and other documents.
- Timely and accurately process all orders and docket/hearing information so that the orders conform to the Judge’s decisions and are processed in accordance with all phases of Probate law, Court Rule, policy, and procedure. This includes all items in the Clerk Review Queue #86 (NetDMS)
- Generate/process the qualification of judge-appointed fiduciaries including issuing Letters of Authority
- Monitor a variety of CourtView, Quality Assurance, and SCAO reports to ensure accurate and timely completion of matters associated with the Judge’s Courtroom. Collect, assemble, and analyze data from case files to determine case status, compile list of delinquent cases for Judge review, prepare orders for Judge review/determination, generate orders of suspension, administrative closings and other functions as needed. Process all follow up procedures needed to ensure case flow is maintained, including fiduciary expiration dates, inactive cases, outstanding bond and verification of funds. Make corrections within case records by processing the missing image and other quality assurance reports designed to locate errors.
Other Duties
- Perform the work of the Courtroom Coordinator and/or Court Clerk I for the judge of record as needed, required, or requested.
- Perform the work of the Courtroom Coordinator, Court Clerk I or Court Clerk I for any Probate Judge upon request.
- Facilitate the work of management or the judges by performing other duties as assigned.
Qualifications:
- High school diploma or equivalent; an associate degree or higher in legal studies, business administration, or a related field is preferred.
- Minimum of 2 years of experience in a legal, court-related environment or comparable filed; experience as a court clerk or legal assistant is highly desirable.
- Familiarity with probate court processes and procedures is preferred.
- Strong organizational skills and attention to detail, with the ability to manage multiple tasks and prioritize effectively.
- Excellent written and verbal communication skills.
- Proficient in Microsoft Office Suite and court management software; experience with electronic filing systems is a plus.
- Ability to work independently and as part of a team, always maintaining professionalism and confidentiality.
