Clerk of Probate Court

REPORTS TO: Probate Court Judge
FLSA STATUS: Exempt - Executive
CLASSIFICATION: Personnel System; Requires satisfactory completion of a six-month probationary period.
PAY GRADE: 119
SAFETY SENSITIVE: No

Purpose of Job
The purpose of this job is to oversee the daily operations and supervision of the staff of Probate Court. Duties and responsibilities include but are not limited to the coordination and management of daily operations of the court to facilitate the effective performance of the Probate Court and performing additional tasks as assigned.

Associate/Vocational/Technical degree or equivalent with two years of administrative experience required; or any equivalent combination of education training and experience which provides the requisite knowledge skills and abilities for this job.

One year of supervisory experience is required.

Must possess a valid drivers license

Administrative experience in a related field preferred.

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.

Serve as the appointed Chief Clerk of the Probate Court with requisite statutory powers and duties.

Maintain and preserve all Probate Court records and minutes as required by law.

Assist the Judge with developing office policies and procedures.

Supervises and evaluates assigned staff; hires new employees handles employee concerns directs work assignments and completes employee performance appraisals.

Works with court employees to research operational issues of concern defines problems and recommends solutions; provides necessary reports on issues to the judge.

Trains newly employed clerks; provides continuing training and education to clerks.

Attends Probate Court sessions and assists the judge as needed.

Serves as the principal liaison to Judges court personnel vendors and other departments and agencies.

Maintains Probate Court calendar. Coordinates scheduling of hearings and trials with Judges calendars and with attorneys parties court administrator and other departments and agencies.

In coordination with the Judge and budget specialist supervises all financial transactions of the court. Prepares all monthly financial reports. Prepares all financial records for internal and external audit.

Oversees the development of the annual court budget attends all budget hearings and monitors expenditures; assists the budget specialist as needed in approval of all purchase orders payments vouchers and other disbursements may sign issued checks and assist in the preparation of the monthly disbursal report.

Assists with and oversees the accounting functions of the court which include balancing the cash receivables on a daily basis consolidating daily deposits preparing cash disbursement vouchers and checks compiling monthly income and expense reports; reconciling bank statements and making deposits.

Compiles monthly activity reports and other administrative reports required by state law including information on the number of cases filed and the amount of monies collected.

Maintains current knowledge of relevant changes in federal state and local laws regarding all Estate Guardianship and Involuntary Treatment petitions motions applications or other pleadings..

Approves payroll for Probate Court staff.

Oversees requisition and supplies.

Prepares and transmits all appeals to the Georgia Court of Appeals or Supreme Court.

Manages and coordinates the Probate Court case management software applications and Probate Court website.

Assists the Chief Judge and the Associate Judge with long and short range planning provides research and statistical comparison reports associated with planning.

When necessary provides support to the deputy clerks and performs all other functions of the Probate Court related to filing and processing petitions applications motions and other matters filed with the Court.

Performs other related duties as required.

Knowledge Skills and Abilities

Knowledge of the principles practices and procedures of the Probate Court and the operations and functions of the judiciary.

Knowledge of management human resource management/personnel financial and legal practices policies and procedures as necessary in the completion of daily responsibilities.

Knows how to keep abreast of any changes in laws regulations policy methods operations budgetary and equipment needs etc. as they pertain to departmental and human resource/personnel operations and activities.

Knowledge of and proficient with computers.

Knowledge of all applicable laws ordinances policies standards and regulations pertaining to the specific duties and responsibilities of the job.

Skill in the operation of various types of office equipment including computer terminals typewriters cash registers and calculators.

Skill in organizational management human relations and technical skills.

Ability to develop and administer policies procedures plans and activities and to monitor performance of subordinates against measured established goals.

Ability to develop and implement long-term goals for the department in order to promote effectiveness and efficiency.

Ability to maintain appropriate confidentiality and security of private or confidential information.

Ability to show good judgment consistency timeliness and respect in decision-making.

Ability to effectively communicate and interact with subordinates management employees members of the general public and all other groups involved in the activities of the Probate Court as they relate to the judiciary.

Ability to assemble information and make written reports and documents in a concise clear and effective manner.

Ability to use independent judgment and discretion in managing subordinates including the handling of emergency situations determining and deciding upon procedures to be implemented setting priorities maintaining standards and resolving problems.

Ability to comprehend interpret and apply regulations procedures and related information.

Ability to handle Mathematical calculations and statistical calculations.

Ability to read understand and interpret legal documents personnel and financial reports and related materials.

Ability to learn and comprehend specific tasks performed on computer relating to the operations of the court.

(ADA) MINIMUM QUALIFICATIONS OR STANDARDS REQUIREDTO PERFORM ESSENTIAL JOB FUNCTIONS