Probate Register

Job Description

Under general order of the probate judge or chief probate judge of the County, exercises powers consistent with Sec. 600.833 of Michigan Act 236 of 1961, as amended. Acts as presiding officer of the Court in uncontested matters with respect to the disposition of estates and the mental and/or legal competence of individuals. Ensures that all parties to matters before the Probate Court comply with the substantive and procedural requirements of the Estates and Protected Individuals Code (PA 386 of 1998), the Mental Health Code (PA 258 of 1974) and other probate-related statutes of the State of Michigan, and that the Court complies with all rules and regulations established by the State Court Administrative Office (SCAO). Supervises the activities of employees engaged in providing customer, caseflow management, financial, court security and other administrative court services.

This is a full-time, benefited position working out of the Ottawa County Courthouse located at 414 Washington Ave., Grand Haven, MI 49417. Typical working hours are Monday-Friday, 8:00 a.m. to 5:00 p.m.

Essential Job Functions

The essential functions of this position include, but are not limited to, the following:

• Under general order of the probate judge and Sec. 600.833 of Michigan Act 236 of 1961, acts as presiding officer of the Court in uncontested matters with respect to the disposition of estates and the mental and/or legal competence of individuals.
• As duly authorized presiding officer, prepares and signs summons, citations, subpoenas, notices to appear and court orders.
• Ensures Probate Court goals and objectives are consistent with the courts' strategic plan. Develops organizational performance measures. Serves on the Strategic Planning Oversight Team and the Circuit/Probate Court Leadership Team.
• Ensures that all parties to matters before the Probate Court comply with the substantive and procedural requirements of the probate statutes of the State of Michigan, and that the Court complies with all rules and regulations established by the SCAO.
• Controls the docket for Probate Court. Sets, schedules and adjourns hearings; sends notice of hearings. Sets jury and non-jury trials. Coordinates and sets mediations in minor guardianship cases; oversees the mediation process.
• Provides direct supervision for court staff, including participation in selection, hiring and termination; training, scheduling and provision of goals and work assignments; performance management and evaluations.
• Prepares, delivers and submits a variety of financial, program evaluation and other reports and presentations to the Board of Commissioners, Circuit/Probate Court Leadership Team, SCAO, and other internal and external constituencies.
• Monitors changes in SCAO rules and regulations and implements appropriate modifications. Develops, implements, maintains and modifies standard operating policies and procedures for effective court functions.
• Ensures the accurate and timely preparation and processing of all case documentation and files in compliance with SCAO rules and requirements. Oversees the Records Retention Schedule and expunges files when authorized by law.
• Monitors filing of inventories, accounts and financial reports by executors, conservators and guardians serving as fiduciaries for estates, minors and/or mentally and legally incompetent individuals; requests production of financial documents; and prepares show cause orders for failure to produce documents. Prepares orders and other documents for self-represented persons.
• Supervises the financial operations of the Court, including cashiering, daily balancing and preparation of deposits, accounting, purchasing and collections, preparation of payroll. Develops the annual Probate Court operating, personnel and capital budget proposals.
• Serves as system administrator for the courtroom technology. Researches and recommend improvements in court technology. Participates in the design, development, installation, testing, debugging and implementation of new court information technology systems.
• Provides advice and assistance to attorneys and in pro per parties in the proper filing of petitions and other legal documents, and compliance with substantive and procedural requirements of probate law and court rules.
• Serves as court recorder for mental competency and commitment hearings held at psychiatric and residential treatment facilities.
• Ensures mental and guardianship orders are entered into LEIN; ensures weapon checks are conducted for concealed weapons permits; ensures orders removing from LEIN get accomplished.
• May perform other duties as assigned.

Required Education, Training and Experience

Bachelor's degree in court administration, public administration, management, business administration, or closely related field and at least four years of progressively responsible experience in a probate court administrative position, including at least two years as a supervisor. Master's Degree or law degree preferred.

Licenses and Certifications:
Must pass the Certified Electronic Recorder examination within 12 months of the date of hire and maintain continuing certification.

Must be a State of Michigan Notary Public.

Additional Requirements and Information

Required Knowledge and Skills:

• Thorough working knowledge of the Estates and Protected Individuals Code (PA 386 of 1998), the Mental Health Code (PA 258 of 1974) and other probate-related statutes of the State of Michigan.
• Thorough working knowledge of Michigan Court Rules and State Court Administrator's Office rules, regulations and requirements.
• Thorough working knowledge of probate procedures and practices.
• Good working knowledge of the principles and practices of court administration.
• Good working knowledge of the principles and practices of supervision and management.
• Good working knowledge of accounting principles and practices.
• Thorough working knowledge of privacy requirements related to medical and court records.
• Computer literacy and facility in the use of word processing, spreadsheet and database management applications.
• Good working knowledge of interactive video and digital court recording technology.
• Good working knowledge of document imaging systems and protocols and practices.
• Good time management and organizational skills.
• Good oral and written communications skills.
• Excellent interpersonal and human relations skills.

Job Description

Under general order of the probate judge or chief probate judge of the County, exercises powers consistent with Sec. 600.833 of Michigan Act 236 of 1961, as amended. Acts as presiding officer of the Court in uncontested matters with respect to the disposition of estates and the mental and/or legal competence of individuals. Ensures that all parties to matters before the Probate Court comply with the substantive and procedural requirements of the Estates and Protected Individuals Code (PA 386 of 1998), the Mental Health Code (PA 258 of 1974) and other probate-related statutes of the State of Michigan, and that the Court complies with all rules and regulations established by the State Court Administrative Office (SCAO). Supervises the activities of employees engaged in providing customer, caseflow management, financial, court security and other administrative court services.

This is a full-time, benefited position working out of the Ottawa County Courthouse located at 414 Washington Ave., Grand Haven, MI 49417. Typical working hours are Monday-Friday, 8:00 a.m. to 5:00 p.m.

Essential Job Functions

The essential functions of this position include, but are not limited to, the following:

• Under general order of the probate judge and Sec. 600.833 of Michigan Act 236 of 1961, acts as presiding officer of the Court in uncontested matters with respect to the disposition of estates and the mental and/or legal competence of individuals.
• As duly authorized presiding officer, prepares and signs summons, citations, subpoenas, notices to appear and court orders.
• Ensures Probate Court goals and objectives are consistent with the courts' strategic plan. Develops organizational performance measures. Serves on the Strategic Planning Oversight Team and the Circuit/Probate Court Leadership Team.
• Ensures that all parties to matters before the Probate Court comply with the substantive and procedural requirements of the probate statutes of the State of Michigan, and that the Court complies with all rules and regulations established by the SCAO.
• Controls the docket for Probate Court. Sets, schedules and adjourns hearings; sends notice of hearings. Sets jury and non-jury trials. Coordinates and sets mediations in minor guardianship cases; oversees the mediation process.
• Provides direct supervision for court staff, including participation in selection, hiring and termination; training, scheduling and provision of goals and work assignments; performance management and evaluations.
• Prepares, delivers and submits a variety of financial, program evaluation and other reports and presentations to the Board of Commissioners, Circuit/Probate Court Leadership Team, SCAO, and other internal and external constituencies.
• Monitors changes in SCAO rules and regulations and implements appropriate modifications. Develops, implements, maintains and modifies standard operating policies and procedures for effective court functions.
• Ensures the accurate and timely preparation and processing of all case documentation and files in compliance with SCAO rules and requirements. Oversees the Records Retention Schedule and expunges files when authorized by law.
• Monitors filing of inventories, accounts and financial reports by executors, conservators and guardians serving as fiduciaries for estates, minors and/or mentally and legally incompetent individuals; requests production of financial documents; and prepares show cause orders for failure to produce documents. Prepares orders and other documents for self-represented persons.
• Supervises the financial operations of the Court, including cashiering, daily balancing and preparation of deposits, accounting, purchasing and collections, preparation of payroll. Develops the annual Probate Court operating, personnel and capital budget proposals.
• Serves as system administrator for the courtroom technology. Researches and recommend improvements in court technology. Participates in the design, development, installation, testing, debugging and implementation of new court information technology systems.
• Provides advice and assistance to attorneys and in pro per parties in the proper filing of petitions and other legal documents, and compliance with substantive and procedural requirements of probate law and court rules.
• Serves as court recorder for mental competency and commitment hearings held at psychiatric and residential treatment facilities.
• Ensures mental and guardianship orders are entered into LEIN; ensures weapon checks are conducted for concealed weapons permits; ensures orders removing from LEIN get accomplished.
• May perform other duties as assigned.

Required Education, Training and Experience

Bachelor's degree in court administration, public administration, management, business administration, or closely related field and at least four years of progressively responsible experience in a probate court administrative position, including at least two years as a supervisor. Master's Degree or law degree preferred.

Licenses and Certifications:
Must pass the Certified Electronic Recorder examination within 12 months of the date of hire and maintain continuing certification.

Must be a State of Michigan Notary Public.

Additional Requirements and Information

Required Knowledge and Skills:

• Thorough working knowledge of the Estates and Protected Individuals Code (PA 386 of 1998), the Mental Health Code (PA 258 of 1974) and other probate-related statutes of the State of Michigan.
• Thorough working knowledge of Michigan Court Rules and State Court Administrator's Office rules, regulations and requirements.
• Thorough working knowledge of probate procedures and practices.
• Good working knowledge of the principles and practices of court administration.
• Good working knowledge of the principles and practices of supervision and management.
• Good working knowledge of accounting principles and practices.
• Thorough working knowledge of privacy requirements related to medical and court records.
• Computer literacy and facility in the use of word processing, spreadsheet and database management applications.
• Good working knowledge of interactive video and digital court recording technology.
• Good working knowledge of document imaging systems and protocols and practices.
• Good time management and organizational skills.
• Good oral and written communications skills.
• Excellent interpersonal and human relations skills.

Ottawa County offers a wide range of benefits to support you in your career. View the Unclassified Benefits Summary for more information.

The current Unclassified group manual can be viewed here.

The Ottawa County Universal Wage Scale can be found here.

**Part-time benefitted positions will receive prorated benefits.