Job Details

Description

**Applications are accepted until there are sufficient numbers of qualified applications or qualified candidate has been identified. The position could possibly close at any time.***

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 related to probate proceedings. Reviews documents for accuracy and completeness and ensures the appropriate filing fee is received. Prepares supportive documentation such as notices for delinquent fiduciaries, appointment of guardians/conservators, court-appointed attorneys, and various other related documentation.

2. Processes, types, maintains all legal documents and legal files according to Statutes and Court Rules. Enters information to computer database. Types adjournments, distributes notices of new date, revises orders to reflect date and files.

3. Sets hearings and issues notices and subpoenas to affected parties, and schedules/reschedules. Hearings in the interest of the parties. Ensures files are in order for the Judge or Attorney/Referee, Prepares orders and call sheets for the Court. Arranges and prepares orders for interpreters as well s independent medical evaluations (“IME) for upcoming hearings.

4. Accepts and receipts mental commitment petitions, assigns file number, makes copies, and files.  Coordinates scheduling with mental health units, attorneys, and other probate courts as necessary. Maintains statistics of unit and runs and reviews computer generated reports to ensure proper filing of Six Month Review Reports. Provides assistance or information to community mental health staff. Records mental hearings, maintains recorder, notes/tapes/disks/ and prepares transcripts for hearings as requested. Processes mental health orders and forwards statutorily required matters to the Law Enforcement Information Network (“LEIN”). Processes of contracted attorney payments for mental health cases.

5. Opens, processes and maintains guardianship and conservatorship files including but not limited to the developmentally disabled individuals, minors, and the legally incapacitated. Processes files including reviewing the initial papers for completeness, processing releases, receipting filing fees, scheduling hearing, noticing parties, appointing attorney, typing orders, making copies, and processing statutorily required LEIN entries. Assists guardians and conservators by accepting annual accounts for review by Probate Register and files annual accounts and reports.

6. Sets up new files for estates, verifies information, types orders, and enters information on filed pleadings and other case information to computer system. Indexes other information to computer as assigned, such as wills and acknowledgments.

7. Reviews and verifies the account totals. Verifies any attorney fees requested against invoices. Drafts memos for each account reviewed recommending allowance or denial of the account, and submit to the Probate Register.

8. Prepares cases for Probate Register or Judge, including preparing waivers and ensuring that other notices are set for hearing. Reviews file to prepare for discharge and ensures that all requirements have been met. Schedules and coordinates Probate Court jury trials which includes working with the Jury Board and Coordinating Clerk, processing required initial paperwork, sending required notice, issuing subpoenas, securing the order of transport, prepping jury instruction/verdict from, assist in paneling the Jury in the courtroom as well performing and processing all after jury trial forms.

9. Performs indexing/entering of estate, mental, guardianship and other matters, using the Probate Court computer systems including the Case Management System, Electronic Document Management System, and Electronic Filing System.

10. May serve as Court Recorder for Probate Division hearings, which may include mental hearings at various hospitals and mental health units. Prepares transcripts for hearings as requested.

11. Performs a variety of related support functions such as typing forms, copying documents and receipting fees, filing documents and case files, filling will, certifying copies and related tasks. Prepares orders, discharges, and other documents related to probate matters as well as correspondence and various forms. Verifies daily receipts to computer balance and prepares bank deposits. Assist the public with viewing microfilmed records.

12. Monitors files for potential problems, discrepancies and deficiencies and conducts guardianship reviews while managing their assigned caseload. 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 (“APS”), Child Protective Services (“CPS”), and/or Community Mental Health (“CMH”) to ensure that all reports are filed prior to hearings. Prepares orders for guardianship reviews and orders following guardianship reviews.

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.   

Demonstrates effective communication skills by engaging, interacting and working with all individuals to ensure clarity and understanding in all interactions.            

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.

This position’s physical requirements require continuous stamina in sitting, typing, and enduring repetitive movements of the wrists, hands, or fingers

(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.)

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