Probate Court Clerk

Newaygo County Careers; White Cloud (MI); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Retirement plan

Health insurance

Job summary

Newaygo County Probate Court is seeking a detail-oriented professional to process estate, guardianship, mental health, and all probate matters. You will record hearings, maintain case events, and ensure CEO certification compliance under the Probate Judge and Probate Register.

Responsibilities include docket management, notices, and coordination with agencies, attorneys, and security, while upholding SCAO standards and accurate recordkeeping.

Qualifications

• High school diploma or equivalent required.
• Two years of work experience, preferably in a legal setting with substantial word processing experience.
• Ability to become a Certified Electronic Operator (CEO) within six months of employment.

Responsibilities

• Receive court records and file probate documents, review for accuracy, and enter data in the computer system.
• Maintain the court docket and coordinate schedules with attorneys and agencies.
• Coordinate remote hearings and ensure Polycom equipment functions properly for court proceedings.

Skills

Word processing

Legal terminology

Case management

Education

High school diploma or equivalent

Advanced coursework in computers

Legal terminology coursework

Legal secretarial experience

Tools

Polycom

Court case management software

Job description

Under the general direction of the Probate Judge and direct supervision of the Probate Register, performs various functions in the Probate Court. Responsible for processing estate, guardianship, mental health and all related probate matters, as well as the recording of all hearings in the Probate Court while meeting State Court Administrative Office (SCAO) standards and maintaining proper Certified Electronic Operator (CEO) certification from the Michigan Supreme Court. Serves as primary point person for citizens, agencies and attorneys for all case management matters regarding judicial and court calendars. Utilizes various computer systems to maintain a proper record of case events and filings and reviews reports/legal research to ensure that the proper guidelines are achieved. Reviews all incoming orders and provides assistance to the Probate Judge and Probate Register regarding all matters.

Newaygo County offers a generous fringe benefit package which includes retirement and health insurance with no payroll deduction. Additionally, longevity pay increases are available beyond the top hourly rate as listed above.

1. Receives court records, and files legal documents related to probate proceedings. Reviews documents for accuracy, completeness and determines if further action is necessary and if appropriate, enters all case information in the computer system. Provides notices to various agencies, attorneys and parties. Receives and recedes court fees and prepares receipts as needed.
2. Maintains the court docket by coordinating schedules via electronic court calendar with attorneys, the prosecuting attorney, Department of Health and Human Services (DHHS), Newaygo County Mental Health (CMH), Newaygo County Jail, area mental health facilities and other agencies as needed. Responsible for conveyance of schedule information to security as necessary to maintain client and staff safety. Coordinates the use of Polycom and remote hearing resources with attorneys and the Michigan Department of Corrections (MDOC) for various hearings and ensures that the Polycom and remote hearing equipment is functioning properly. Ensures prisoner participation in court proceedings and assists parties appearing by phone using remote hearing resources, for various court hearings at the discretion of the presiding judge.
3. Pulls files for court hearings scheduled for Newaygo County Probate Court. Reviews files of matters to ensure proper notice and that all necessary materials and orders to conduct the hearing are included in the file.
4. Prepares orders and legal documents required for estate, guardianship, conservatorship, mental health, protective orders, civil and all other probate matters. Evaluates and generates the correct notice required by statue utilizing personal service and publication.
5. Reviews files after court hearings and dockets appropriate entries. Sets next hearing date as needed and completes other case management tasks dictated by case type for any estate, guardianship, conservatorship, mental health, protective orders and all other probate matters.
6. Reviews all orders and documents submitted for judicial signature or review to ensure compliance with court rules and legal requirements for any Newaygo County Probate Court matter. Responsible for obtaining the judicial officer’s signature and prepares various orders as requested. Assesses incoming emergency ex parte orders to ensure they are properly formatted by attorneys/parties and contacts judges for further decision. Responsible for educating parties regarding the ex parte process as needed and acts as the initial contact person for staff regarding this process.
7. Responsible for receipting money from filing and petition fees, restitution, fines, costs, cost of care and attorney fees. Logs such payments in accordance with SCAO audit procedures.
8. Responsible for the maintenance of closed Probate Court case types. Suppressed files as required by statute for various case types. Monitors and maintains closed files in case storage area and moves files as appropriate to ensure file integrity.
9. Performs recording and support services to other courts within the Newaygo County Trial Courts at the discretion of supervisory staff.
10. As a Certified Electronic Operator (CEO), prepares a log of activity during court recordings, including identification of speakers, notations of actions, introduction of exhibits, noting the point that exhibits are marked, witnesses are called and other key points during the proceedings for indexing purposes and assistance in transcript preparation. Marks and maintains a record of exhibits, swearing in of witnesses, serves as escort to juries as necessary, and provides other assistance to the judicial official.

Education

High school graduation or its equivalent. Prefer advanced course work in computers, legal terminology and legal secretarial areas.

Experience

Two years of work experience, preferably in a legal setting with substantial word processing experience.

Requirements

• Ability to become a Certified Electronic Operator from the Michigan Supreme Court within six months of employment

All offers of employment are contingent upon passing a background check and drug screening which includes marijuana.