Deputy Court Clerk​/Probate Court

REPORTS TO: Probate Clerk of Court

FLSA STATUS: Non-Exempt

CLASSIFICATION: Personnel System;
Requires satisfactory completion of a six month probationary period

PAY GRADE:112

SAFETY SENSITIVE: No

The purpose of this job is to assist the Probate Court Judge in providing court services to the public. Duties and responsibilities include, but are not limited to, generating and maintaining vital and sensitive records; preparing affidavits for involuntary evaluation, notices and orders for various cases; issuing marriage licenses and certificates, firearms licenses, subpoenas, etc. and performing additional tasks as assigned.

• May be required to work on religious holidays.
• Regular and predictable attendance is required.
• Must work cooperatively with others.
• When requirements include vehicle operation, responsible for the safety, readiness and operation of the vehicle and must abide by ACC's safe driving policy.
• High school diploma or equivalent with one year of clerical, bookkeeping, administrative or related experience required; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position.

These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

• Collects all applicable fees for petitions, motions and otherpleadings, licenses, applications, inventories, returns, hearings, newspaper publications etc., according to statutory schedule.
• Schedules court hearings, prepares rule nisi's, and notifies parties and counsel.
• Schedules appointments and maintains Judge's calendar.
• Prepares case proceedings for recording, records proceedings, dockets recording information, and prepares case folders for filing.
• Maintains accurate data input into computerized case management system and coordinates with IT to insure system function problems are resolved as quickly as possible.
• Prepares authenticated and exemplified copies of court records for interstate use.
• Prepares Letters Testamentary, Letters of Administration, Letters of Guardianship and certified copies of these and other documents of record in the Probate Court.
• Assists attorneys and self-represented litigants with questions about probate procedures and forms.
• Assists attorneys, paralegals, genealogists and general public with estate and marriage searches.
• Answers telephone, takes messages, and transfers calls; receives public at counter.
• Processes applications for marriage and weapons carry licenses, subpoenas, etc.
• Issues marriage licenses, marriage certificates and subpoenas.
• Makes bank deposits and balances daily cash journals.
• Secures files, cash box, and vaults at the close of each day.
• Processes petitions for administrations, probate of wills, guardianship of incapacitated adults, year's support, leave to sell and leave to encroach on corpus of the estates of incapacitated adults as may be assigned.
• Prepares notices according to statutory requirements for each of the foregoing types of cases, determining type of service required and objection deadlines for each interested party (which vary with case type, party type and residence).
• Arranges for the appointment of an attorney and an evaluator in every guardianship case. Coordinates scheduling of orders for evaluation and hearing dates with these professional's offices in such cases.
• Prepares two-party affidavits for mentally ill, drug dependent or alcoholic persons to be apprehended for involuntary evaluation and possible involuntary treatment.
• Responds to phone and in-person public inquiries, and works at the front desk on a regular basis.
• Monitors office supplies; maintains a sufficient inventory of all…