JOB CODE: 163	PAY RATE:  $ 16.10 to $17.41 (Positions are typically filled at entry level pay)
JOB GRADE: 106	FLSA:  Non-Exempt (Hourly)

The Marshall County Personnel Board is currently accepting applications for a Probate Court Clerk position.  The individual selected to fill this position will perform  a variety of high-level clerical tasks related to the operation of the Probate Court. Work is related to wills, administrations, guardianships, conservatorships, commitments, name changes, legitimations, adoptions and land condemnations. Assists Chief Probate Clerk as needed.

ESSENTIAL JOB FUNCTIONS

A.    Receive a number of probate documents related to wills, administrations, guardianships, commitments, name changes, legitimations, adoptions, and land condemnations and perform the following:

1. Create permanent files.
2. Assign case numbers and record in docket and index book.
3. Check documents for accuracy.
4. Type supplemental forms as necessary.
5. Set hearings.
6. Appoint guardians ad litem.
7. Correspond with appropriate parties using certified mail.
8. Receive money and record in receipt book.
9. Organize and prepare materials for judge, scheduling calendar in order to assure hearings and meetings are kept in a timely manner.
10. Compile figures to determine land redemption costs for property owners and prepare Probate Court deeds.

B.    Provide assistance to Probate Judge, Chief Clerk as needed, assist attorneys and others with probate, estate, or other information:

1. Assist Chief Clerk on a daily basis as needed.
2. Assure that telephone calls are properly routed.
3. Help attorneys and others obtain needed probate and estate information.
4. Prepare correspondence for Probate Judge and Chief Clerk.

C.    Perform clerical tasks related to receiving, recording, and processing money:

1. Record returned checks, write and send 2nd letter by certified mail.
2. Collect money from check writers and send uncollected checks to D.A.’s office.
3. Balance and maintain a number of accounts such as recording, land condemnation, mail fee, land redemption, flower fund, and various fiduciary accounts.
4. Balance and maintain Probate Court account, reconcile bank statement with cashbook.
5. Receive fee declarations from attorneys, guardians ad litem, commission office, mental health office, etc.

D.    Perform a number of tasks related to elections:

1. Organize poll worker’s list.
2. Collect financial statements from candidates in compliance with Fair Campaign Practice Act.
3. Check petitions of independent candidates for compliance with Fair Campaign Practice Act.
4. Provide supplies to absentee Manager.
5. Canvass election returns for compliance.

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of basic mathematics sufficient to operate cash drawer and make calculations.
• Knowledge of modern office practices, procedures and equipment.
• Knowledge of basic filing systems and coding methods, including alphabetical, numeric, indexing methods, etc.
• Knowledge of Probate Court function and mode of operation, and related statutes, rules and regulations.
• of basic bookkeeping sufficient to balance accounts and keep financial records.
• Ability to communicate both verbally and in writing.
• Ability to read and comprehend departmental rules, regulations, procedures and instructions.
• Ability to understand verbal instructions and directions.
• Ability to perform moderately complex mathematical calculations, with or without a calculator.
• Ability to operate basic office equipment, including computer.
• Ability to establish and maintain effective working relationships with other employees and the public.
• Ability to interact with the public and provide information in a polite and efficient manner both in person and on the telephone verbally explain the rules and procedures to the citizens in a clear and courteous manner.
• Ability to use good judgment to make decisions within scope of job responsibilities.

MINIMUM QUALIFICATIONS

Graduation from a standard senior high school or G.E.D. certificate plus five (5) years of experience in the Probate Court or legal office environment.