Job Description

Under the supervision of the Probate Register, provides clerical and case processing support for the Probate Court. Maintains hardcopy and digital records for probate case flow management, prepares a variety of documents, receives payments and provides a variety of clerical and customer support services.

This is a full-time benefited position working out of the Fillmore Complex in West Olive, Michigan. Typical working hours are Monday-Friday 8:00a.m.-5:00p.m.

Note: This position location will be moving to the Grand Haven Court House by the end of 2024.

Essential Job Functions

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

• Assists customers on the phone and at the counter, explaining court policy and procedures for probate matters; refers customers to appropriate court staff.
• Assists self-represented litigants with all probate filings including estates, petitions for guardianships and conservatorships, and other petitions, motions, and forms with the court.
• Prepares dispositions, preliminary court orders, and other post-hearing documents; prepares notices to appear; and prepares proofs of service and serves notices to involved parties by mail.
• Coordinates interactive video technology/telephone hearings with prisons, jails, and residential psychiatric and treatment facilities/programs so incarcerated and confined parties can participate in hearings.
• Reviews probate files for pending dates for annual fiduciary filings and prepares notices to fiduciaries.
• Prepare delinquent fiduciary filing notices.
• Receives payments for filing fees, inventory fees and other monies paid to the court and issues receipts. Assists in preparation and balancing of the daily cash deposit.
• Duplicates digital recordings of court hearings as approved by judge.
• Reviews files for scheduled hearings and ensures that files are accurate, complete and up-to-date.
• Processes attorney billings, entering proper account numbers, checking bills for accuracy against case files, running adding machine to verify amounts.
• Tracks death certificates and maintains wills.
• Reviews electronic filings for acceptance and assists the public with questions related to the state MiFile system.
• Performs other duties as assigned.

Required Education, Training and Experience

High school diploma or GED and one year of progressively responsible experience in a position requiring extensive public contact and fast, accurate keyboarding skills; or an equivalent combination of education, training, and experience. Specific experience in a legal practice or court office position preferred.

Additional Requirements and Information

Required Knowledge and Skills:

• Excellent customer relation skills.
• Basic knowledge of Michigan Court Rules.
• Basic knowledge of court administrative procedures and practices.
• Basic knowledge of probate court processes.
• Fast and accurate keyboarding skills.
• Working knowledge of privacy requirements related to medical and court records.
• Knowledge of document imaging protocols and equipment operation.

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.

Job Description

Under the supervision of the Probate Register, provides clerical and case processing support for the Probate Court. Maintains hardcopy and digital records for probate case flow management, prepares a variety of documents, receives payments and provides a variety of clerical and customer support services.

This is a full-time benefited position working out of the Fillmore Complex in West Olive, Michigan. Typical working hours are Monday-Friday 8:00a.m.-5:00p.m.

Note: This position location will be moving to the Grand Haven Court House by the end of 2024.

Essential Job Functions

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

• Assists customers on the phone and at the counter, explaining court policy and procedures for probate matters; refers customers to appropriate court staff.
• Assists self-represented litigants with all probate filings including estates, petitions for guardianships and conservatorships, and other petitions, motions, and forms with the court.
• Prepares dispositions, preliminary court orders, and other post-hearing documents; prepares notices to appear; and prepares proofs of service and serves notices to involved parties by mail.
• Coordinates interactive video technology/telephone hearings with prisons, jails, and residential psychiatric and treatment facilities/programs so incarcerated and confined parties can participate in hearings.
• Reviews probate files for pending dates for annual fiduciary filings and prepares notices to fiduciaries.
• Prepare delinquent fiduciary filing notices.
• Receives payments for filing fees, inventory fees and other monies paid to the court and issues receipts. Assists in preparation and balancing of the daily cash deposit.
• Duplicates digital recordings of court hearings as approved by judge.
• Reviews files for scheduled hearings and ensures that files are accurate, complete and up-to-date.
• Processes attorney billings, entering proper account numbers, checking bills for accuracy against case files, running adding machine to verify amounts.
• Tracks death certificates and maintains wills.
• Reviews electronic filings for acceptance and assists the public with questions related to the state MiFile system.
• Performs other duties as assigned.

Required Education, Training and Experience

High school diploma or GED and one year of progressively responsible experience in a position requiring extensive public contact and fast, accurate keyboarding skills; or an equivalent combination of education, training, and experience. Specific experience in a legal practice or court office position preferred.

Additional Requirements and Information

Required Knowledge and Skills:

• Excellent customer relation skills.
• Basic knowledge of Michigan Court Rules.
• Basic knowledge of court administrative procedures and practices.
• Basic knowledge of probate court processes.
• Fast and accurate keyboarding skills.
• Working knowledge of privacy requirements related to medical and court records.
• Knowledge of document imaging protocols and equipment operation.

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.

This position will receive a generous paid time off package that includes 20 vacation/floating holiday days in the first year plus 6 sick days and 8 paid holidays!

This position is benefited and is subject to the Group T manual.

Ottawa County offers a wide range of benefits to support you in your career. View the Benefits Summary for more information. (Download PDF reader)

The current Group T manual can be viewed here. (Download PDF reader) The Ottawa County Universal Wage Scale can be found here. (Download PDF reader)