Deputy Court Clerk / Probate Court

Unified Government of Athens-Clarke County; Athens (GA); Vor Ort; USD 42.000 - 58.000; Vollzeit

Zusammenfassung

Unified Government of Athens-Clarke County is seeking a Deputy Court Clerk to support the Probate Court by handling vital records, preparing court documents, and assisting the public with probate procedures.

The role requires thorough knowledge of court processes, strong clerical skills, and the ability to work with attorneys, staff, and judges. A high school diploma and clerical experience are required, with a probationary period and a pay grade 112.

Qualifikationen

• High school diploma or equivalent with one year of clerical experience.
• Experience handling court records and legal documents preferred.
• Ability to work with diverse public and attorneys.

Aufgaben

• Collect fees for petitions, motions, licenses, and related filings.
• Schedule hearings and notify parties.
• Maintain Judge's calendar and case records.
• Input data into case management system and coordinate IT support.
• Prepare Letters Testamentary and other probate documents.
• Assist attorneys and the public with probate procedures.

Kenntnisse

Clerical experience

Computers

Probate knowledge

Communication

Planning & prioritization

Ausbildung

High school diploma

Jobbeschreibung

REPORTS TO: Probate Clerk of Court

FLSA STATUS: Non-Exempt

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

PAY GRADE:112

SAFETY SENSITIVE: No

Purpose of Job

The purpose of this job is to assist the Probate Court Judge in providing court services to the public. Duties and responsibilities include, but are not limited to, generating and maintaining vital and sensitive records; preparing affidavits for involuntary evaluation, notices and orders for various cases; issuing marriage licenses and certificates, firearms licenses, subpoenas, etc. and performing additional tasks as assigned.

Job Related Requirements

• May be required to work on religious holidays.
• Regular and predictable attendance is required.
• Must work cooperatively with others.
• When requirements include vehicle operation, responsible for the safety, readiness and operation of the vehicle and must abide by ACC's safe driving policy.
• High school diploma or equivalent with one year of clerical, bookkeeping, administrative or related experience required; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position.

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.

• Collects all applicable fees for petitions, motions and otherpleadings, licenses, applications, inventories, returns, hearings, newspaper publications etc., according to statutory schedule.
• Schedules court hearings, prepares rule nisi's, and notifies parties and counsel.
• Schedules appointments and maintains Judge's calendar.
• Prepares case proceedings for recording, records proceedings, dockets recording information, and prepares case folders for filing.
• Maintains accurate data input into computerized case management system and coordinates with IT to insure system function problems are resolved as quickly as possible.
• Prepares authenticated and exemplified copies of court records for interstate use.
• Prepares Letters Testamentary, Letters of Administration, Letters of Guardianship and certified copies of these and other documents of record in the Probate Court.
• Assists attorneys and self-represented litigants with questions about probate procedures and forms.
• Assists attorneys, paralegals, genealogists and general public with estate and marriage searches.
• Answers telephone, takes messages, and transfers calls; receives public at counter.
• Processes applications for marriage and weapons carry licenses, subpoenas, etc.
• Issues marriage licenses, marriage certificates and subpoenas.
• Makes bank deposits and balances daily cash journals.
• Secures files, cash box, and vaults at the close of each day.
• Processes petitions for administrations, probate of wills, guardianship of incapacitated adults, year's support, leave to sell and leave to encroach on corpus of the estates of incapacitated adults as may be assigned.
• Prepares notices according to statutory requirements for each of the foregoing types of cases, determining type of service required and objection deadlines for each interested party (which vary with case type, party type and residence).
• Arranges for the appointment of an attorney and an evaluator in every guardianship case. Coordinates scheduling of orders for evaluation and hearing dates with these professional's offices in such cases.
• Prepares two-party affidavits for mentally ill, drug dependent or alcoholic persons to be apprehended for involuntary evaluation and possible involuntary treatment.
• Responds to phone and in-person public inquiries, and works at the front desk on a regular basis.
• Monitors office supplies; maintains a sufficient inventory of all required supplies.
• Maintains docket of County Officials' oaths and bonds.
• Records all proceedings of this Court in case management system.
• Processes petitions for amended or new birth certificates, and for removal of obstructions from rights of way.
• Records and maintains accurate records of marriage and weapons carry licenses issued and denied. Forwards required marriage information to office of Vital Records.
• Acts as primary intake clerk for all standard petitions, making sure all pertinent information is provided, signatures are thereon and filing/service fees are paid.
• Maintains vital records forms and Georgia Probate Court Standard Forms; maintains a sufficient inventory of all required forms.
• Coordinates research of criminal background information on weapons carry license applicants with Sheriff's Department, FBI and other courts. Schedules hearings for applicants as necessary and notifies applications of license denials in accordance with law.
• Conducts estate searches pursuant to request and for purposes of condemnation proceedings.
• Performs other duties as assigned.

Knowledge, Skills and Abilities

• Knowledge of the policies, procedures, and activities of the Probate Court department as they pertain to the performance of duties relating to the position of Deputy Court Clerk.
• Knowledge of the terminology used within the department.
• Knowledge of compiling, filing, and indexing court dockets and proceedings procedures and methods as required in the performance of duties.
• Knowledge of computers.
• Knowledge of probate laws and procedures.
• Ability to compile, organize, prepare and maintain an assortment of records, reports and information in an effective manner and according to departmental and/or governmental regulations.
• Ability to communicate effectively with supervisors and other staff members.
• Ability to use independent judgment in routine and non-routine situations.
• Ability to handle required mathematical calculations.
• Ability to plan, organize and/or prioritize daily assignments and work activities.
• Ability to comprehend and apply regulations and procedures of the department.

(ADA) MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

PHYSICAL REQUIREMENTS

Must be physically able to operate a variety of machinery and equipment including a computer, typewriter, copier, calculator, printer, etc. Must be able to use body members to work, move or carry objects or materials. This position requires: walking, standing, bending, stooping, pushing, pulling, lifting, fingering, grasping, feeling, seeing, talking, hearing, and repetitive motions. Must be able to exert up to 10 pounds of force occasionally. Physical demand requirements are at levels of those for sedentary work.

DATA CONCEPTION

Requires the ability to compare and/or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.

INTERPERSONAL COMMUNICATION

Requires the ability to hear, speak and/or signal people to convey or exchange information. Includes giving assignments and/or directions to subordinates and receiving assignments/directions from supervisors.

LANGUAGE ABILITY

Requires the ability to read a variety of legal documents, financial data, and informational documentation, directions, instructions, and methods and procedures. Requires the ability to prepare legal documents, statistics and financial information using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak to people or groups of people with poise, voice control, and confidence.

INTELLIGENCE

Requires the ability to learn and understand basic principles and techniques; to acquire and be able to expound on knowledge of topics related to primary occupation; and to make independent judgments in the absence of management.

VERBAL APTITUDE

Requires the ability to record and deliver information, to explain procedures, and to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of administrative, technical or professional languages including legal and bookkeeping terminology.

NUMERICAL APTITUDE

Requires the ability to utilize mathematical formulas; add and subtract totals; multiply and divide; utilize and determine percentages.

FORM/SPATIAL APTITUDE

Requires the ability to inspect items for proper length, width, and shape, visually with office equipment.

MOTOR COORDINATION

Requires the ability to coordinate hands, fingers, and eyes accurately in using computers and various types of office equipment. Requires the ability to use the keyboard, lift, bend, push, and pull objects or materials using body parts as the position necessitates.

MANUAL DEXTERITY

Requires the ability to handle a variety of items such as computer equipment, cash registers, copying machines, fax machines, and calculators. Must have ability to use one hand for twisting or turning motion while coordinating other hand with different activities. Must have minimal levels of eye/hand/foot coordination.

COLOR DISCRIMINATION

Requires the ability to differentiate between colors and shades of color.

INTERPERSONAL TEMPERAMENT

Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under minimum stress when confronted with an emergency.

PHYSICAL COMMUNICATION

Requires the ability to talk and/or hear: (Talking - expressing or exchanging ideas by means of spoken words). (Hearing - perceiving nature of sounds by ear). Must be able to communicate via telephone.

ACCGov is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation to participate in the job application or interview process, contact Leah Jagatic, HR Coordinator, Human Resources, 762-400-6370 or [e-mail].