Clerical Specialist I - Probate P/T

County of Penobscot; Bangor (ME); On-site; USD 26,000 - 29,000; Part time

Job summary

Penobscot County is seeking a part-time Clerical Specialist to support the Probate Court. The position involves transcription of live court hearings, filing, data entry, and management of legal documents under the supervision of the Registry of Probate.

Requires a high school diploma or equivalent, proficiency in Microsoft Office, strong customer service, and ability to handle confidential information. The role demands attention to detail and the ability to work as part of a team.

Qualifications

• High school diploma or equivalent required.
• Proficiency in Microsoft Office required.
• Data entry, filing and record maintenance experience preferred.
• Ability to communicate effectively with the public and colleagues.

Responsibilities

• Transcribe live court hearings and assist with court proceedings.
• Prepare, organize and process probate-related documents (estates, guardianships, conservatorships).
• Electronically preserve and archive historical files for public access.
• Perform data entry, scanning, mailing, form preparation, and photocopying.
• Examine documents for adherence to laws or procedures.
• Prepare dockets or calendars of cases to be called.
• Maintain knowledge of Probate Code and related rules.
• Provide clear written and verbal communications to the public and legal professionals.
• Maintain confidentiality and accuracy in handling documents.
• Answer multi-line phone, operate copier, scanner, fax and other office equipment.

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

Penobscot County

****JOB POSTING****

PROBATE COURT

Job Title: Clerical Specialist 1- PT

Hours: 3 days per week (22.5 hours/week)

Department: Probate

FLSA Status: Non-exempt (hourly)

Reports to: Registry of Probate

Approved by: Register of Probate

Starting Pay Scale: $19.16-$20.30/hour

Date: August 23, 2026

Posting Date: August 31, 2026

Closing Date: Until filled

Job Summary:

The Clerical Specialist is responsible for performing general clerical duties in court of law related to the functions and responsibilities of the Probate Court for Penobscot County under the general supervision of the Register. The Probate Court is a Court that operates according to the Maine Rules of Probate Court and the Clerical Specialist is responsible for recording documents and handling individual matters prior to filing.

Essential Duties/Responsibilities:

• Transcribe live court hearings, and assist with all court room proceedings
• Prepares, organizes and processes all legal documents related to the probate of estates, guardianships and conservatorships of minors and adults; Processes change of name of minors and adults, and adoptions of minors and adults
• Electronically Preserve and Archive historical files for Public Access.
• Performs general clerical duties including data entry, scanning current and past documents and files, filing, processing mail, preparing forms and photo copying
• Examines legal documents submitted to the Court for adherence to laws or court procedures
• Prepares dockets or calendars of cases to be called
• Maintains a strong knowledge of the Probate Code and related laws and Law Court Rules that Govern the operation and procedures of the Probate Court
• Assists and provides clear written and verbal communications to the public and legal professionals with probate matters
• Maintains strong attention to detail and accuracy
• Maintains, protects and secures confidential information and documents
• Answers multi-line phone; operates copier; scanner/fax as well as other applicable office equipment
• Performs other related duties as required

Knowledge/Skills/Experience Required:

High school diploma or equivalent required: OR 2 years work experience in related field preferred. Proficiency in Microsoft Office required. Knowledge of administrative and clerical procedures and systems such as word processing, data entry, file management and record maintenance is required. Ability to effectively communicate with the public is required. Ability to work in a team setting with commitment to high level of customer service is required. Must be able to prioritize and work under pressure to meet deadlines. Thorough knowledge of the Uniform Probate Code and general judicial processes is preferred. Selected candidate must pass a National Fingerprint Based background check, and motor vehicle background check.

Physical Demands/Conditions/Requirements:

While performing the duties of this position, employee is regularly required to stand, sit, talk, hear and use hands and fingers to operate a computer and telephone keyboard. Light to moderate lifting is required (up to 25 lbs.)

Work Environment:

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Penobscot County provides equal opportunity to all qualified employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.