GAA- Administrative Assistant

2 weeks ago


Detroit, Michigan, United States Wayne County Probate Court Full time

Description: The Wayne County Probate Court is looking for an Administrative Assistant to support the customer service needs and the image of the Court by courteously dispensing information to the public and attorneys in-person at the court, as well as via email, telephone, and other communication methods. Customer service skills and written communication skills are required for this position.

Duties and Responsibilities: The following information contains general duties of the position and is not all inclusive. Job responsibilities are subject to assignment by Management.

Demonstrate a working knowledge of laws and court rules as they pertain to assisting customers obtaining service in the Wayne County Probate Court, including high level knowledge to immediately discern emergency situations.

Knowledge of and ability to appropriately apply the Estates and Protected Individuals Code (EPIC), the Mental Health Code, Michigan Court Rules, court procedures, legal terminology, and Court paper flow to accomplish departmental job responsibilities.

Maintain the image of the Court by courteously dispensing information to the public and attorneys regarding Probate Court forms, policies, and procedures. Screen onsite customers to determine the next steps of customer service including routing emergencies to the Probate Counter Intake and the Behavioral Health Unit.

Answer phone calls and return voicemail messages left by customers seeking information, promptly respond or direct accordingly.

Review emails sent by customers seeking information, promptly respond or direct accordingly.

Assist onsite customers with reviewing files using a designated file viewing computer.

Proficiently use Microsoft Office 365, CourtView, NetDMS and other available software and telephone equipment to produce routine and advanced written materials.

Manage the flow of information coming into or out of the office in an accurate and expeditious manner.

Ensure the smooth flow of information in and out of the office by exercising judgment in answering and screening visitors, scheduling and facilitating appointments, emails, mail, and telephone calls without providing legal advice.

Maintain and monitor appointment/scheduling system for customers to make appointments online.

Meet with customers, both in-person and virtually, and provide follow-up as necessary.

Ensure the cohesive operation of the unit by monitoring and tracking the volume of customers, phone calls, and emails, keeping the supervisor informed of all pending issues to ensure items are timely addressed.

Maintain systematic follow-up procedures to ensure that time guidelines are met, and information or material required from other offices is received on a timely basis.

Research and provide information and supporting data in response to inquiries and in preparation for meetings, work projects, and reports.

Demonstrate flexibility by performing special or ongoing projects as assigned by the Chief Deputy Probate Register, including but limited to:

Provide administrative support for the Court's mandatory attorney training program, drafting of registration and assignment eligibility lists and assistance in the creation and collation of training materials.

Assist the Chief Deputy Probate Register and Court Attorneys with review and updates of the court's website and online presence including but not limited to the court's YouTube channel.

Provide administrative support to the Assistant Court Attorney with the flow of court files in and out of the Wayne County Probate Court by change of venue.

Assist the Court Attorney and Assistant Court Attorney with processing Probate files on appeal.

Assist Court Attorney with processing of subpoena requests from Attorney General's office.




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