Probate Court Clerk - Front Desk & Records

POSITION SUMMARY

To perform clerical and administrative support duties for the Probate Court, including processing court filings, reviewing documents for accuracy and completeness, providing front line customer service to the public, attorneys, and agencies, and maintaining informational materials and resources provided by the Court. Work involves frequent public contact, record maintenance, and the ability to perform assigned duties accurately and independently in accordance with court policies and procedures.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Maintain files (filing both electronically and hard copies) and records.
• Attend meetings and conferences as required, including some evening meetings.
• Receive filings from court users.
• Maintain various mailing lists.
• Work with the public, answer phones, and answer questions related to work in the department.
• Work with Word, Excel, Outlook, Publisher, and other computer software programs.
• First line customer service contact; act as a receptionist in greeting and directing the public.
• Answer phones, provide information, and properly route calls.
• Answer inquiries requiring knowledge of organizational rules and regulations.
• Duplicate, file, record, and log data.
• Comply with all safety rules and regulations and County policies.
• Perform data input and retrieval with speed and accuracy.
• File, photocopy, scan, type, and email various documents.
• Maintain records, files, and various database programs.
• Perform miscellaneous clerical duties.
• Relieve managers of detailed office work.
• Create and maintain department forms and documents.
• Other duties as assigned.

• Possess high school diploma from accredited high school, including or supplemented by course study in business practices and modern office technology
• Two or more years of experience in performing responsible administrative work and office management.
• Associates Degree is preferred.
• Possess a minimum of two or more years of experience in customer service and relations and in taking and transcribing minutes at meetings.
• Writing, reading, mathematical principles; proficient computer skills-Microsoft Office Suite, Outlook; exercise sound judgment and decision making in accordance with policies and procedures; ability to research and problem solve independently; knowledge of County operations and functions; ability to prioritize and time manage; handle stressful situations, provide effective and friendly customer service; support the County's mission and values; ability to think critically where necessary.
• Knowledge or understanding of basic administrative tasks: operate standard office equipment; document management; prepare and maintain records, various correspondences and reports; answer general inquiries and refer as necessary; answer telephone calls, process mail, order supplies/equipment; prepare meeting agendas, attend meetings, record/transcribe/distribute minutes; entering, transcribing, recording, storing or maintaining information in written or electronic form with speed and accuracy; maintain calendars, arrange meetings, schedule rooms and equipment as necessary.
• Ability to communicate effectively and efficiently with management, co-workers and clients; obtain and communicate accurate information; apply common sense understanding to complex instructions and respond accordingly; communicate complex ideas through graphs, charts, presentations, reports or other professional correspondence.

• Ability to demonstrate predictable, reliable, and timely attendance.
• Ability to read, write & communicate in English; follow written and verbal instruction and understand basic mathematics and figure checking.
• Ability to interpret and apply procedures, rules, technical information, instructions, manuals to complete tasks accurately and on schedule.
• Ability to learn from directions, observations, and mistakes; and apply procedures using good judgment.
• Ability to use discretion and maintain sensitive and confidential information.
• Ability to work independently or part of a team; ability to interact appropriately with others such as County officials, employees, vendors and the general public.
• Ability to work under supervision, receiving instructions/feedback, coaching/counseling and/or action/discipline.
• Adaptability to change in the work environment, managing competing demands and ability to deal with frequent changes, delays or unexpected events.
• Knowledge of principles and processes for providing customer and personal services including customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction
• Proficient skills using Microsoft Office programs including, but not limited to:
  Word, Excel, Access, and Outlook required. Proficiency may be tested.

• Prior to starting…