Probate​/Guardianship Court Coordinator

Probate/Guardianship Coordinator

The Probate/Guardianship Coordinator is responsible for assisting the Probate Auditor in reviewing, coordinating, auditing, and monitoring probate, guardianship, trust, and related court filings to ensure compliance with statutory requirements, court policies, and judicial directives. This position serves as a liaison between the court, attorneys, fiduciaries, guardians, personal representatives, and the public, while managing case flow, docket preparation, compliance tracking, and hearing scheduling for probate and guardianship matters.

Probate and Guardianship Case Review
- Review and process filings related to Guardianship applications (permanent and temporary);
Successor guardian appointments;
Guardianship transfers;
Attorney Ad Litem (AAL) and Guardian Ad Litem (GAL) appointments;
Decedent estates (dependent and independent administrations);
Probate of wills;
Heirship proceedings;
Temporary administrations;
Ancillary probate matters;
Trust matters, including Trust Code Chapter 1301 proceedings;
Small Estate Affidavits;
Applications to open safe deposit boxes;
Bills of Review;
Claims against estates

Fiduciary and Bond Review
- Review fiduciary bonds and surety bonds for compliance;
Review applications to increase or reduce bond amounts;
Monitor bond sufficiency throughout estate and guardianship administration;
Review oaths, qualifications, and personal representative documentation

Inventory and Accounting Review
- Review and audit Inventories and appraisements;
Affidavits in Lieu of Inventory;
Objections to inventories;
Guardianship and Estate Annual accounts;
Final accounts;
Trust inventories and accountings;
Ensure all filings comply with statutory deadlines and court requirements

Financial and Property Matters
- Review and process applications, motions, and reports concerning Sale of real property;
Sale of personal property;
Reports of Sale;
Decrees Confirming Sale;
Expenditures;
Reimbursements;
Compensation and commission;
Allowances;
Ratifications;
Attorney fees;
Guardian compensation;
Administrator compensation;
Trustee and appointee commissions

Guardianship Administration
- Review guardianship applications and supporting documentation;
Review capacity assessments, physician certificates, and medical evaluations;
Conduct annual reviews of active guardian ships;
Monitor compliance with guardianship reporting requirements;
Review guardianship transfers and successor appointments;
Coordinate guardianship docket preparation;
Monitor all contested and uncontested guardianship matter.

Probate Administration
- Review and monitor Probate of wills;
Heirship proceedings;
Independent and dependent administrations;
Notices to beneficiaries;
Personal representative information sheets;
Applications to close and discharge estates;
Successor executor and administrator appointments;
Compliance with all statutory filing requirements

Court Docket Management and Scheduling
- Coordinate and schedule Uncontested probate dockets;
Heirship dockets;
Administration dockets;
Guardianship dockets;
Submission dockets;
Ancillary dockets;
Scheduling conferences;
Status conferences;
Special hearings;
Trial settings;
Show Cause hearings;
Dismissal for Want of Prosecution (DWOP) settings;
Prepare court dockets and case materials for judicial review and hearings.

Compliance Monitoring
- Manage compliance dockets for probate and guardianship cases;
Track required filings and statutory deadlines;
Monitor overdue inventories, annual accounts, annual reports, and other required filings;
Process motions for extensions of time;
Prepare notices and compliance reports;
Coordinate show cause proceedings when necessary

Emergency and Special Proceedings
- Review filings and coordinate matters involving Temporary Restraining Orders (TROs);
Temporary Injunctions;
Temporary Guardian ships;
Temporary Administrations;
Emergency relief requests;
Safekeeping Agreements

Customer Service and Communication
- Serve as a point of contact for attorneys, fiduciaries, guardians, and the public;
Respond to phone calls, emails, and inquiries regarding case status and court procedures;
Provide information concerning court policies, filing requirements, hearing dates, and signed orders;
Coordinate distribution and routing of filings and correspondence;
Manage queue distribution and workflow assignments

Additional Responsibilities
- Review death certificates and supporting documents;
Process motions to withdraw, substitute, transfer,…