Probate Clerk

Summary

Performs clerical tasks in the assigned area of the Probate Department, which involves answering questions, examining documents, and issuing tags and licenses. Incumbents may perform primary tasks associated with issuing vehicle tags, driving licenses, game and fishing licenses, marriage licenses, etc., recording and maintaining records such as real estate transactions, wills, guardian ships, mortgages, and more. Individuals assure that proper documentation is received, calculate taxes and fees prior to accepting documents or issuing licenses, maintain and balance a cash drawer, and assist the public in locating documents and making copies of documents.

• Examines documentation required for issuing licenses and permits for business privilege licenses, game and fishing licenses, marriage licenses, Notary Public licenses, driving permits, and non-driver identification cards using computer and manual systems.
• Informs the public of deficiencies in documents presented and assists them in understanding how to correct deficiencies.
• Collects fees and taxes associated with the issuance of the license/permit, and balances collections in accordance with established procedures.
• Handles boat renewals, transfers, replacements, and duplicates.

• Codes and scans instruments and documents, including verification of image, re-scanning, and updating data if necessary.
• Maintains and updates all computerized database files by scanning and indexing.
• Retrieves books for historical data and adds to indexing and imaging file.
• Assists the public as needed in utilizing the computer and other resources to obtain records.
• Records all marriages and sends copy of license to the State Bureau of Vital Statistics.
• Collects filing fees and any taxes due for deeds, mortgages, etc., issues receipts as needed, balances collections in accordance with established procedures, balances docket and money, verifies funds, and makes bank deposits.

• Assesses vehicles; verifies description and identification number, including mileage if out of state title is needed. If vehicle is from out of state, inputs initial data, verifies from out of state title and visually inspect.
• Examines existing title, title application, bills of sale, and other documentation regarding the request for issuing a tag to assure that all documents are correct process and verify all title reports and issue check to Alabama Department of Revenue.
• Processes requests for mailing tags and/or decals by keying in information, verifying receipt of proper amount of money, and mailing tag and/or decals to citizens.
• Answers questions, informs citizens of how deficiencies can be corrected.
• Fills tag bins with proper tags.
• Scans a variety of documents.
• Understands state policies and laws, ensuring the registrant meets state regulations.
• Verifies liability insurance utilizing the system (OIVS) when issuing or renewing vehicle registrations; collects fines for the state from registrants not having valid insurance.
• Educates the public on MLI suspensions, reinstatements, and registrations violations and penalties and revoked status and collection of fines.
• Knows ad valorem tax based on tax district in which located and class of vehicle and whether the vehicle will be used commercially or personally; issues distinctive plates and assures we have the special documents required and issues correct exemption.
• Knows title and leased vehicle transfers, name changes, valid  documents needed to obtain a title from a decrease owner; knows documents required for tax credits to be able to issue the credits.
• Maintains a detail-oriented and positive professional demeanor.

• Knowledge of basic mathematics sufficient to operate cash drawer and make calculations.
• Knowledge of modern office practices, procedures and equipment.
• Knowledge of basic filing systems and coding methods, including alphabetical, numeric, indexing methods, etc.
• Ability to communicate both verbally and in writing.
• Ability to read and comprehend departmental rules, regulations, procedures and instructions.
• Abil…