This is an administrative and supervisory position responsible for developing, implementing and administering daily operations of the Probate Court. Work involves coordinating all court functions, supervising assigned staff, assisting with court proceedings and maintaining court records in accordance with prevailing laws, policies, and procedures.
Essential Functions: These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position.
Supervises court personnel, assigns and reviews work, trains and instructs in work methods, evaluates performance, conducts applicant interviews; prepares and coordinates the monthly calendar of assigned
Coordinates and manages all court calendars.
Participates in the preparation of department budget-making process; recommends and justifies operational and budgetary requests; maintains accurate financial records
Assists the Judge with defining policies and making decisions regarding the procedures of the Probate Court.
Responsible for reviewing and insures the accuracy of documents filed in the Probate Court.
Responsible for all case management regarding matters filed in the Probate Court.
Responsible for managing and overseeing day-to-day operations in the Probate Court.
Coordinates case transfers to other counties and appeals to Superior Court.
Receipts filing and license fees; reconciles monthly bank accounts.
Prepares all court notices and citations; orders for notice and evaluations in Adult guardianship; reviews and monitors all annual returns, inventories on minor and adult guardianship cases.
Maintains and annually reconciles department fixed assets.
Responds to inquiries regarding Probate Court matters.
Prepares financial reports and deposits.
Prepares and submits quarterly caseload reports.
Serves as liaison between the Probate Court and various local and State agencies, as well as healthcare facilities.
Prepares a variety of written correspondence.
Performs other related work as required.
Certifies court records and documents as necessary.
Maintains telephone lists of all attorneys, agencies, and providers appearing in court.
Prepares and maintains court, juvenile office forms, and statistical sheets as directed.
Attends court sessions, office, professional and relevant community meetings as directed.
Prepares and provides computerized reports as requested by the Judge.
Arranges for the transport of juvenile and/or adult detainees for court proceedings.
Assists the Judge with correspondence, appointments, and judicial obligations.
Creates and maintains juvenile office files and data for the Judge as directed.
Complies with all Georgia laws, rules, and regulations for Clerks of the Juvenile Courts.
Employees in this classification may be expected to perform any related duties as required by proper authority.
Knowledge, Skills, and Abilities
Knowledge of civil, mental health, probate and vital records laws.
Knowledge of general office procedures and modern office equipment.
Knowledge of County and departmental policies and procedures.
Knowledge of accounting and budgeting practices.
Knowledge of applicable state and federal laws.
Knowledge of the Odyssey System used by the Probate Court for the collection of fees and case management.
Knowledge of legal terminology.
Knowledge of the GAVERS system used to manage and retrieve state vital records.
Ability to make routine mathematical computations and tabulations accurately and with reasonable speed.
Ability to learn tasks within a reasonable training period, and to adhere to prescribed routines.
Ability to interpret and apply laws applicable to the Probate Court System.
Ability to delegate assignments, manage and supervise staff.
Ability to communicate and deal effectively with other employees and the public, both orally and in writing.
Ability to deal tactfully and courteously with the general public in sometimes under stressful conditions.
Experience researching archives and databases.
Experience filing, sorting and drafting documents. Experience in a court environment is preferred.
Knowledge of State laws pertaining to criminal and civil procedures.
Knowledge of State laws pertaining to the probate and administration of estates.
Excellent interpersonal skills and demonstrated ability to communicate effectively through the use of written and verbal skills.
Experience managing a court calendar.
Experience handling and balancing funds.
Experience sorting and distributing mail.
A pleasant personality when dealing with people, either in-person or by telephone.
Ability to maintain the highest level of confidentiality.
Ability to grasp frequent changes in inter-office and State processes.
Ability to grasp frequent changes in State and probate law.
Knowledge of recent changes in the laws and filing requirements pertaining to vital records
Strong proof-reading and grammatical skills.
Ability to multi-task and prioritize assignments in a fast-paced environment.
Ability to establish and maintain an effective working relationship with co-workers and the Judge.
Ability to interpret, apply and explain probate court procedures to the general public.
Knowledge of and experience with Microsoft office package.
Supervisory Controls: The Judge assigns work in terms of general instructions. Completed work is checked for accuracy and the nature and propriety of the final results.
Guidelines: Relevant state and civil laws, county ordinances and Uniform Probate Court Rules, and other Probate Court rules and procedures. Must possess the ability to interpret and apply these guidelines appropriately.
Complexity: The level of complexity for this position is consistent with the knowledge and experience required for this position.
Scope and Effect:
Supervisory and Management Responsibility: The Chief Clerk is responsible for the supervision of Deputy Clerks.
Position Content: This position classification is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills, or working conditions associated with the position.
Work is typically performed in an office environment. Reasonable accommodations may be made to enable individuals with disabilities to perform the duties of this position.
- Bachelor’s Degree, Paralegal Certificate, or college coursework in law preferred.
- Seven (7) years of judicial experience. Must have extensive experience utilizing word processing and spreadsheet computer software applications
- Or have a combination of education, training and work experience that is equivalent to #1 and #2 above that provides the requisite knowledge, skills, and abilities for this job.
Experience working in a court or legal environment. Probate Court experience preferred.