Record Clerk - Probate

Job Description: The Deputy Clerk in this position will be responsible for developing a thorough knowledge of all types of Probate fillings. The essential functions of this position include data entry, customer service, a broad range of clerical duties, and courtroom duties. The Deputy Clerk will be required to maintain a professional and courteous relationship with the public, guests, and their fellow Deputy Clerks.

Responsibilities:

• Answering questions in person and over the telephone from the public, attorneys and attorneys’ staff regarding general information, fees, pending cases, case status, etc. 
• Cashiering and balancing cash drawer daily.
• Perform case look-up and research on the computer.
• Answer questions or requests received by mail/e-mail and compose replies accordingly.
• Make copies including certified copies, exemplified copies, confirm orders. 
• Processing court documents within a timely fashion including motions, dispositions, and notice of hearings.
• Assisting with data entry, filing, batching, and communication with outside agencies.
• Docket on the computer, including opening cases, preparing subpoenas, summons, defaults, and notice of actions.
• Ability to maintain case files to ensure accuracy of information.
• Ability to work on the computer through the E-portal, Benchmark queues, and Intellidact programs.   
• Picking up, processing, and distributing incoming and outgoing mail.
• Ability to work under deadlines, effectively manage multiple tasks, and prioritize time sensitive duties.
• Ability to take thorough notes at Court hearings.

Required:

• Graduation from High School or a General Educational Development (GED).

Preferred:

• Previous knowledge of Probate filings
• Familiarity with document management systems and their functionality.
• Knowledge of a wide range of administrative and clerical procedures and systems such as word processing, managing files and records, transcription, designing forms, and other office procedures, office equipment and terminology.

Knowledge, Skills, and Abilities: 

• Possess excellent customer service and interpersonal skills to establish and maintain cooperative, tactful, effective, and harmonious working relationships with co-workers, attorneys, external agencies, and the public.
• Skilled in speaking clearly and distinctly, both in person and on the telephone, using appropriate vocabulary and grammar to communicate routine and complex information in a manner that is understandable and respectful.
• Excellent writing skills to compose general correspondence using correct grammar and punctuation and using tone and format appropriate for the intended audience.
• Strong computer skills with proficiency in desktop office solutions, such as Microsoft Office Suite, database applications, email, .pdf file attachments, internet search tools, and various computer peripheral devices.
• Ability to learn and understand specialized information, including codes, rules, policies, procedures, forms, and legal terms, and apply that knowledge in carrying out job assignments accurately and efficiently.

• Ability to work with confidential and/or sensitive data; interpret and comply with state and federal guidelines.
• Have strong organizational skills with ability to prioritize work in an environment that includes frequent interruptions and simultaneous detailed attention to multiple tasks.
• Dependable and able to meet the assigned work schedule. Must be flexible as work assignments may frequently change.
• Ability to work independently with little supervision and exercise good judgement and discretion.
• Comply with legal advice restrictions of the Clerk of the Circuit Court & Comptroller’s Office.

Physical Demands: While performing the duties of this job, the Deputy Clerk is regularly required to be sitting/standing at a desk and working on a computer stand for prolonged periods of time; may be required to reach with hands and arms, climb or balance and stoop, kneel, crouch, or crawl; will occasionally lift and/or move up to 25 pounds. Specific vision and hearing abilities required by this job include close vision, color vision, depth perception, ability to adjust focus, and the ability to respond quickly to sounds/spoken words.

Salary : $33,800