Clerk of Probate Court

Overview

REPORTS TO: Probate Court Judge

FLSA STATUS
:
Exempt - Executive

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

PAY GRADE: 119

SAFETY SENSITIVE: No

Purpose of Job

The purpose of this job is to oversee the daily operations and supervision of the staff of Probate Court. Duties and responsibilities include, but are not limited to, the coordination and management of daily operations of the court to facilitate the effective performance of the Probate Court, and performing additional tasks as assigned.

Associate/Vocational/Technical degree or equivalent with two years of administrative experience required; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

One year of supervisory experience is required.

Must possess a valid driver s license

Administrative experience in a related field preferred.

The following duties are normal for this job. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

• Serve as the appointed Chief Clerk of the Probate Court with requisite statutory powers and duties.
• Maintain and preserve all Probate Court records and minutes as required by law.
• Assist the Judge with developing office policies and procedures.
• Supervises and evaluates assigned staff; hires new employees, handles employee concerns, directs work assignments, and completes employee performance appraisals.
• Works with court employees to research operational issues of concern, defines problems and recommends solutions; provides necessary reports on issues to the judge.
• Trains newly employed clerks; provides continuing training and education to clerks.
• Attends Probate Court sessions and assists the judge as needed.
• Serves as the principal liaison to Judges, court personnel, vendors, and other departments and agencies.
• Maintains Probate Court calendar. Coordinates scheduling of hearings and trials with Judges’ calendars and with attorneys, parties, court administrator, and other departments and agencies.
• In coordination with the Judge and budget specialist, supervises all financial transactions of the court. Prepares all monthly financial reports. Prepares all financial records for internal and external audit.
• Oversees the development of the annual court budget, attends all budget hearings, and monitors expenditures; assists the budget specialist as needed in approval of all purchase orders, payments vouchers, and other disbursements, may sign issued checks, and assist in the preparation of the monthly disbursal report.
• Assists with and oversees the accounting functions of the court which include balancing the cash receivables on a daily basis, consolidating daily deposits, preparing cash disbursement vouchers and checks, compiling monthly income and expense reports; reconciling bank statements, and making deposits.
• Compiles monthly activity reports and other administrative reports required by state law, including information on the number of cases filed and the amount of monies collected.
• Maintains current knowledge of relevant changes in federal, state, and local laws regarding all Estate, Guardianship, and Involuntary Treatment petitions, motions, applications, or other pleadings.
• Approves payroll for Probate Court staff.
• Oversees requisition and supplies.
• Prepares and transmits all appeals to the Georgia Court of Appeals or Supreme Court.
• Manages and coordinates the Probate Court case management software applications and Probate Court website.
• Assists the Chief Judge and the Associate Judge with long and short range planning, provides research and statistical comparison reports associated with planning.
• When necessary, provides support to the deputy clerks and performs all other functions of the Probate Court related to filing and processing petitions, applications, motions, and other matters filed with the Court.
• Performs other related duties as required.

• Knowledge of the principles, practices and procedures of the Probate Court and the operations and functions of the judiciary.
• Knowledge of management, human resource management/personnel, financial and legal practices, policies and procedures as necessary in the completion of daily responsibilities.
• Knows how to keep abreast of any changes in laws, regulations, policy, methods, operations, budgetary and equipment needs, etc. as they pertain to departmental and human resource/personnel operations and activities.
• Knowledge of and proficient with computers.
• Knowledge of all applicable laws, ordinances, policies, standards and regulations pertaining to the specific duties and responsibilities of the job.
• Skill in the operation of various types of office equipment including computer terminals, typewriters, cash registers, and calculators.
• Skill in organizational, management, human relations, and technical skills.
• Ability to develop and administer policies, procedures, plans and…