Deputy Probate Court Clerk

JOB SUMMARY:

Performs a variety of tasks which support the operations of the Court including scheduling cases, receiving, recording and filing documents; assisting the public; receiving and accounting for money.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

Interviews and collects information from citizens.

Receives, records, and files documents.

Assures scheduling of cases and hearings.

Prepares and types a variety of documents and records.

Prepares and distributes court calendars.

Collects, receipts, and accounts for money.

Responds to inquiries and complaints from the public.

Operates various office machines with emphasis on personal computers.

Performs other related duties as required.

Regular and predictable attendance is required.

Performs other related work as required.

Calculates and receives filing fees and places cases on the docket, a cloud-based program.

Processes Petitions, Caveats, Status Reports and Annual Returns, Accountings, and all other filings.

Reviews filings to check for completeness and accuracy before giving to the judge.

Obtains an attorney or guardian ad litem as required by law.

Gives notice or issues publication as required by law.

Assists with monitoring Estates and Guardianships/Conservatorships of adults/minors.

Schedules hearings and trials and then notifies the affected parties.

Prepares orders.

Files orders in the deed room.

Communicates with and gives notice of certain orders to GCIC, the Department of Vital Records, and the Adult Guardianship division of the Department of Human Services.

Prepares cases for appeal and forwards all necessary documents to the Court of Appeals or Supreme Court.

Scans all filings into imaging software.

Accepts applications for Marriage Licenses and Weapons Carry Licenses.

Seeks additional information from Weapons Carry License applicants to compete background record, accepts affidavits, and sets hearings to retrieve all required information or revoke licenses.

Indexes and records marriage licenses.

Sorts, orders, records, and files Weapons Carry License applications and mails licenses to applicants.

Keeps all confidential information confidential as required by law and ensures the security of that information from the public and employees who do not need access to the information.

MINIMUM QUALIFICATIONS REQUIRED:

Education and Experience:

High School Diploma or G.E.D.

One-year clerical support experience.

Any equivalent combination of education and experience which provides the minimum level of qualifications stated above.

Licenses and Certifications:

May be required to obtain Deputy Clerk Certification within six months of employment.

May be required to obtain GCIC certification within six months of employment.

Must have fingerprint-based background check

Knowledge, Skills, and Abilities:

Knowledge of business and legal English, spelling, arithmetic, and modern office practices and principles.

Knowledge of court recording and filing regulations and procedures.

Knowledge of legal terminology, documents, and the laws, rules, and regulations governing the filing and recording of legal instruments.

Ability to type 35 wpm.

Ability to deal courteously and diplomatically with the public, County officials, attorneys and other employees and be tactful with angry or hostile individuals.

Ability to follow oral and written instructions.

Ability to communicate clearly and effectively, both orally and in writing.

Skills in general computer operations and Microsoft Word and Excel.

Bilingual skills a plus.

ADA Minimum Qualifications:

Physical Ability: Essential functions of this position continuously require the ability to remain in a stationary position (sitting or standing); operate a computer and other office machinery, such as a calculator, copier, and printer. Incumbents must continuously be able to think analytically; handle stress and emotion, concentrate on tasks, remember names and other details; examine and observe details; make decisions, and adjust to change. Incumbents must also continuously direct others; meet deadlines; stay organized; use math/calculations and use a keyboard/type.

Essential Functions frequently require the ability to move about inside the office; and move/transport items up to 10lbs.

Essential functions occasionally require the ability to bend body downward and forward by bending spine and legs, and twisting at the waist, hips or knees; reach overhead; push or pull; and repetitively use hands/arms/legs. Incumbents in this position are occasionally required to be on-call and work irregular hours.

Sensory Requirements: Essential functions regularly require the ability to use effective verbal and written communication; and use of hand/eye coordination and fine manipulation to use equipment.

Environmental Factors: Essential functions of this position continuously require the ability to either work with others or work alone.

This class specification should not be interpreted as all-inclusive. It is intended to identify the major responsibilities and requirements of this job. The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification.