CHIEF DEPUTY PROBATE REGISTER

Summary

Probate Clerk

Performs a variety of tasks related to processing of estate, guardianship, mentally ill, and related probate matters. Set up files, receive, review and file legal documents and provide information to attorneys and the public regarding the processing of probate matters. Monitors files to ensure filing and other requirements have been met. Acts for the Probate Register in the absence of that individual.

Key Responsibilities:

Under the supervision of the Probate Register:

• Receives, records and files legal documents related to probate proceedings. Reviews documents for accuracy and completeness and ensures the appropriate filing fee is received. Sets up new files for all types of new probate cases.
• Provides information to attorneys and the public on the filing of petitions, procedural requirements, prescribed time limits and related probate matters. Provides instruction on the completion of forms related to all types of probate matters.
• Reviews computer generated reports on all estate, guardianship and conservatorship files to determine if filing requirements have been met. Prepares and distributes notices to fiduciaries where filing requirements have not been satisfied.
• Serves as Court Recorder for Probate Division hearings in the absence of the Probate Register, including mental hearings at various hospitals and mental health units. Prepares transcripts for all hearings as requested.
• Opens and maintains guardian and conservator files for developmentally disabled individuals, minors, and the legally incapacitated. Processes files including reviewing the initial papers, receipting the filing fee, scheduling hearing, noticing parties, typing documents, and contacting parties regarding case status.
• Assists the Probate Register in monitoring estate files. Reviews accounts and the orders allowing final account and assigning residue. Reviews file to prepare for discharge and ensures that all requirements have been met.
• Drafts and prepares orders of dismissal and other orders following court hearings for the signature of the Judge.
• Reviews estate files to ensure all requirements have been met. Assists in maintaining case files and reviews files prior to court action to ensure documents are in order. Identifies potential problems or discrepancies for the Register or Judge.
• Sets up new files and enters information on filed pleadings and other case information to computer system. Enters information to the computer system on all types of probate matters after reviewing the files to ensure paperwork is in order and filing requirements met.
• Schedules hearings on petitions filed with the Court and issues notices of hearing and ensures proper service.
• Serves as secretary to the Probate Judge, including typing correspondence, opinions, and other documents.
• Responds to inquiries related to genealogy research. Locates old files to produce information.
• Assists with filing wills, certifying copies, making copies, and performing related tasks.
• Acts for the Probate Register in the absence of that individual, includes overseeing Probate Division, processing independent probate matters and performing other functions of the Register as designated.
• Manages mental health petition processes from start to finish. Coordinates court schedules, processes files, and reviews all petitions. Collaborates daily with hospitals, mental health agencies, and attorneys. Drafts clear orders for the judge and maintains file records.
• Oversees the daily functions of the Deputy Probate Register.
• Provides assistance in policy creation and policy maintenance.
• Provides training to new employees as needed.
• Acts for the Probate Register in the absence of that individual.

Job Description

Probate Clerk

Performs a variety of tasks related to processing of estate, guardianship, mentally ill, and related probate matters. Set up files, receive, review and file legal documents and provide information to attorneys and the public regarding the processing of probate matters. Monitors files to ensure filing and other requirements have been met. Acts for the Probate Register in the absence of that individual.

Key Responsibilities:

Under the supervision of the Probate Register:

• Receives, records and files legal documents related to probate proceedings. Reviews documents for accuracy and completeness and ensures the appropriate filing fee is received. Sets up new files for all types of new probate cases.
• Provides information to attorneys and the public on the filing of petitions, procedural requirements, prescribed time limits and related probate matters. Provides instruction on the completion of forms related to all types of probate matters.
• Reviews computer generated reports on all estate, guardianship and conservatorship files to determine if filing requirements have been met. Prepares and distributes notices to fiduciaries where filing requirements have not been satisfied.
• Serves as Court Recorder for Probate Division hearings in the absence of the Probate Register, including mental hearings at various hospitals and mental health units. Prepares transcripts for all hearings as requested.
• Opens and maintains guardian and conservator files for developmentally disabled individuals, minors, and the legally incapacitated. Processes files including reviewing the initial papers, receipting the filing fee, scheduling hearing, noticing parties, typing documents, and contacting parties regarding case status.
• Assists the Probate Register in monitoring estate files. Reviews accounts and the orders allowing final account and assigning residue. Reviews file to prepare for discharge and ensures that all requirements have been met.
• Drafts and prepares orders of dismissal and other orders following court hearings for the signature of the Judge.
• Reviews estate files to ensure all requirements have been met. Assists in maintaining case files and reviews files prior to court action to ensure documents are in order. Identifies potential problems or discrepancies for the Register or Judge.
• Sets up new files and enters information on filed pleadings and other case information to computer system. Enters information to the computer system on all types of probate matters after reviewing the files to ensure paperwork is in order and filing requirements met.
• Schedules hearings on petitions filed with the Court and issues notices of hearing and ensures proper service.
• Serves as secretary to the Probate Judge, including typing correspondence, opinions, and other documents.
• Responds to inquiries related to genealogy research. Locates old files to produce information.
• Assists with filing wills, certifying copies, making copies, and performing related tasks.
• Acts for the Probate Register in the absence of that individual, includes overseeing Probate Division, processing independent probate matters and performing other functions of the Register as designated.
• Manages mental health petition processes from start to finish. Coordinates court schedules, processes files, and reviews all petitions. Collaborates daily with hospitals, mental health agencies, and attorneys. Drafts clear orders for the judge and maintains file records.
• Oversees the daily functions of the Deputy Probate Register.
• Provides assistance in policy creation and policy maintenance.
• Provides training to new employees as needed.
• Acts for the Probate Register in the absence of that individual.