Chief Deputy Probate Register

Under the supervision of the Probate Register, assists parties to matters before the Probate Court in complying 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 rules and regulations established by the State Court Administrative Office (SCAO). Performs a variety of case flow management functions.

This is a full-time, benefited position working at the Probate Court located at the Ottawa County Courthouse, 414 Washington Ave., Grand Haven, MI 49417.  The work schedule is Monday-Friday, 8:00 a.m. - 5:00 p.m.  

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

1. Provides information to attorneys and the public on the filing of petitions, procedural requirements, prescribed time limits and related probate matters.
2. Receives, records and files legal forms, petitions, motions and other documents pertaining to all Probate case types, and other matters before the court.
3. Monitors the disposition of all matters filed with the court, by preparing weekly caseflow management reports to ensure the proper flow of cases through the court.
4. Monitors guardianship, conservatorship, mental competency and estate disposition caseflow to ensure the timely filing and processing of required documents and adjudication of matters.
5. Reviews and monitors estate files for timely filing of inventories and other documents and prepares requests therefor.
6. Monitors the required publication of notices to the public of the filing of decedents' estates.
7. Monitors fiduciary financial reporting and filing of inventories for the disposition of estates.  Monitors accounting and annual financial statements for the income and assets of minor children and adults who are designated as protected individuals.
8. Notifies delinquent fiduciaries of intent to suspend their respective appointments for failure to file or to correct deficient accounting statements and annual financial reports as required.
9. Processes suspensions of delinquent and deficient fiduciaries, appoints special fiduciaries as temporary replacements, and notifies parties of suspensions.
10. 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.
11. Provides financial oversight; receives payments for filing fees, inventory fees and other monies paid to the court and issues receipts.
12. Enters information into case management information system and uploads year-end reports to SCAO regarding caseload data.
13. Verifies monthly audits of filing and other fees received to determine fees owed to the State and prepares authorization to transfer funds to the State.
14. Processes delayed registrations of foreign births, reviewing documents for substantive and procedural compliance, receiving and receipting filing and processing fees, preparing orders, and ensuring notification to appropriate agencies.
15. Provides work direction and training for staff and interns engaged in imaging records and files.
16. Serves as backup court recorder for mental competency and commitment hearings held at psychiatric and residential treatment facilities.
17. May perform the functions of the Probate Register in the latter's absence.
18. Reviews MiFile (efiling) queues for necessary clerk approvals/rejections.
19. Helps support an equitable, safe, diverse and inclusive workplace.
20. Performs all other duties as assigned.

Bachelor’s Degree required with training in business information systems, court administration, legal studies, or closely related field.  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 or become a Notary Public within six months of employment.Required Knowledge and Skills:

1. Good 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.
2. Good working knowledge of Michigan Court Rules and SCAO, regulations and requirements.
3. Good working knowledge of probate procedures and practices.
4. Good working knowledge of the principles and practices of court administration.
5. Good working knowledge of accounting principles and practices.
6. Thorough working knowledge of privacy requirements related to medical and court records.
7. Computer literacy and facility in the use of word processing, spreadsheet and database management applications.
8. Good working knowledge of interactive video and digital court recording technology.
9. Good working knowledge of document imaging systems and protocols and practices.
10. Good time management and organizational skills.
11. Good verbal and written communications skills.
12. Excellent interpersonal and human relations skills.

 
Physical Requirements:
Must be able to perform essential job functions with or without reasonable accommodations, including, but not limited to, visual and/or audiological appliances and devices to increase mobility.
 
Working Conditions:
Work is generally performed in a normal office environment.

Disclaimer: This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.

Salary : $27 - $37