Deputy Probate Register

Ottawa County; Grand Haven (MI); On-site; USD 38,000 - 56,000; Full time

Benefits offered by this job

Equal Opportunity Employer

Job summary

Ottawa County in Grand Haven, MI is seeking a Probate Court Clerk to assist with estates, guardianships, and mental health proceedings. You will interact with the public by phone and in person, explaining court policy and ensuring filings meet procedural requirements.

The position requires knowledge of Michigan probate and mental health codes, and familiarity with the SCAO rules. Work hours are standard business days with benefits and a focus on accurate recordkeeping.

Qualifications

• High school diploma or GED with post-secondary training in business information systems, legal studies, or related field.
• Two years of progressively responsible experience in a legal office with probate practice or probate court.
• Associate’s Degree preferred.

Responsibilities

• Assist customers by phone and in person, explain court policy and procedures for probate matters; refer to staff as needed.
• Assist with preparation and filing of petitions for mental competency and involuntary hearings.
• Prepare and serve notices, proofs of service, and manage court notices to involved parties.
• Receive, record, and file legal forms, petitions, motions, and other probate documents.
• Enter and verify case data in the case management system.

Skills

Estates & Probate Code knowledge

Michigan court rules

Customer service

Time management

Oral and written communication

Privacy and confidentiality

Education

High school diploma or GED

Post-secondary training in business information systems or legal studies

Two years probate/legal office experience

Associate’s Degree preferred

Tools

MiFile (e-filing)

Microsoft Office (Word/Excel)

Document imaging systems

Job description

Job Description

Under the supervision of the Probate Register or Chief Deputy 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).

Under the supervision of the Probate Register or Chief Deputy 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). This is a full‑time, benefited position working out of the Grand Haven 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

• Assists customers on the phone and at the counter, explaining court policy and procedures for all probate matters; fees; and Court orders; and/or refers customers to appropriate court staff.
• Assists family members and mental health workers in the preparation and filing of petitions for mental competency and involuntary commitment hearings.
• Notices mental competency and involuntary commitment hearings, on- and off-site; prepares notices to appear; and prepares proofs of service and serves notices to involved parties.
• Contact attorneys for mental deferrals.
• Receives, records, and files legal forms, petitions, motions, and other documents pertaining to all Probate case types, and other matters before the court.
• Verifies, corrects, codes, and enters case data into the case management information system.
• Assists conservators for minor children and mentally and legally incompetent and developmentally disabled adults, guardians ad litem and personal representatives and trustees of decedent estates in filing reports and all fiduciary accounts.
• Reviews calculations and balances, ensures supporting documentation accompanies filings, and reviews financial statements for substantive and procedural compliance.
• Balances daily cash register receipt logs.
• Performs monthly transmittal settlement reports.
• Prepares reports for the SCAO.
• Coordinates court-ordered mediation.
• Researches and responds to questions regarding open and closed Probate files.
• Cross-matches applicants with mental competency hearing records to ensure that applicants have not previously been adjudged to be mentally incompetent.
• Prepares a variety of probate forms, correspondence, and other documents.
• Creates orders to arrange for prisoners to be brought to court for hearings; coordinates with Michigan Department of Corrections/Sheriff’s Department.
• Reviews MiFile (efiling) ques for necessary clerk approvals/rejections
• May perform any and all functions of the Probate Court Clerk classification as necessary to ensure proper caseflow and timely litigation of cases in the court.
• Helps support an equitable, safe, diverse and inclusive workplace.
• Performs all other duties as assigned.

Required Education, Training And Experience

High school diploma or GED and post‑secondary training in business information systems, legal studies, or closely related field and two years of progressively responsible experience in a legal office with a probate practice or a probate court position; or an equivalent combination of education and experience. Associate’s Degree preferred.

Licenses And Certifications

Must be a State of Michigan Notary Public or become a Notary Public within six months of employment.

Additional Requirements And Information

Required Knowledge and Skills

• Basic 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.
• Working knowledge of Michigan Court Rules and SCAO rules, regulations, and requirements.
• Working knowledge of probate procedures and practices.
• Working knowledge of accounting principles and practices.
• Good 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.
• Working knowledge of document imaging systems and protocols and practices.
• Excellent customer relation skills.
• Good time management and organizational skills.
• Good verbal and written communication skills.
• Good 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.

Ottawa County is an Equal Opportunity Employer

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.

The current Group T manual can be viewed here. The Ottawa County Universal Wage Scale can be found here.

• Part‑time benefitted positions will receive prorated benefits.