JOB TITLE: Probate Register/Judicial Secretary

REPORTS TO: Probate Division Presiding Judges and Assistant Trial Court Administrator

SUMMARY:

Performs non-judicial acts required of the Probate Division. Activities include receiving, reviewing, and filing of all legal documents pertaining to estates, guardianships, mental commitments and other probate matters; providing information to court patrons; scheduling court proceedings; and performing caseflow management functions. Records court proceedings and performs confidential secretarial duties for judges.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

(An * denotes duties or responsibilities judged to be “essential job functions" in terms of the Americans With Disabilities Act or ADA)

    As Probate Register:

  • Receives and processes all legal documents related to estates, guardianships, adoptions and other probate matters. Establishes and maintains probate division files and records.*
  • Presides in court for uncontested matters and signs orders regarding appointments, letters of authority, and inheritance tax orders in the absence of the judge.*
  • Provides information to attorneys, litigants and the public regarding court policies and procedures, and assists in the resolution of problems regarding court cases.*
  • Reviews court files and ensures that they are complete and in order for court proceedings. Refers files to appropriate parties for follow-up, as needed, prior to submission to the judge.*
  • Coordinates the processing of mental commitment cases ensuring that petitions have been properly filed, medical certification has been filed, attorneys have been appointed, FIA reports have been completed, and hearings have been scheduled*
  • Coordinates the processing of independent probate matters to ensure that proposed representative is appropriate, consents have been obtained, and hearings are scheduled.*
  • Reviews closing of supervised and independent decedent estates; schedules court hearings, as necessary, and reviews distributions to heirs.*
  • Maintains current understanding of probate statutes, adoption code, and court rules. Attends educational seminars and training regarding changes in procedures.*
  • Develops and implements procedures to ensure compliance with applicable codes, statutes and court rules; and to ensure effective service to court patrons.*
  • Processes adoptions preparing petitions and other related documents, scheduling hearings, sending notices, and maintaining adoption records.*
  • Receives and receipts various filing, child care and other related fees and reimbursements. Maintains receipt records, prepares cash transmittals for county treasurer, and prepares vouchers for reimbursement/payment of expenses.

    • As Court Recorder:

  • Utilizes electronic recording equipment to record court proceedings. Prepares a log of activity during recording, including identification of speakers, notations of actions, and introduction of exhibits.*
  • Requests speakers to clarify inaudible statements or spell technical or unfamiliar terminology as necessary for proper recording of proceedings.*
  • Develops a running glossary of unusual or scientific terms or names, and takes custody of exhibits as necessary.*
  • Maintains files of transcripts, tapes and all other related materials.*
  • Prepares verbatim transcripts of court proceedings upon request. Proofreads transcripts, certifies copies, and prepares billings as appropriate.*

    • As Judicial Secretary:

  • Receives and screens telephone calls and walk-ins; provides information about cases, court procedures and other related matters, and refers appropriate inquiries to the judge.
  • Performs confidential secretarial functions as needed by a judge, such as typing and processing correspondence and other materials of a confidential nature. Types court orders, legal documents, and other materials; opens and routes mail; schedules judicial appointments; and maintains office supplies. *
  • Establishes and maintains an office filing system. *
  • Prepares requests for and returns judicial assignments to other courts; prepares and submits judicial assignment statements to other courts.

    • Other Duties:

  • May assist in all 46th Circuit Trial Court Divisions when necessary to meet the needs of the court.
  • Performs other duties as assigned by the Chief Judge.
  • May be responsible for Family Court assignment clerk duties.
  • May be responsible for financial processing and fiscal reports.
  • May be responsible for case management reports.

The above statements are intended to describe the general nature and level of work being performed by a person in this position. They are not to be construed as an exhaustive list of all duties that may be performed by such a person.