Estate Clerk

The tasks listed below are those that represent the majority of the time spent working in this class. Management may assign additional tasks related to the type of work of the class as necessary.

Performs tasks in the development of new estate cases; explains Probate Court policies and procedures to clients as necessary. Oversees and monitors administration of approximately 225 estate cases.

Assists clients, family members, attorneys, paralegals, court personnel, law enforcement personnel and others in completing various legal forms as required for court; assists the public in obtaining information / copies of court documents as appropriate.

Clocks in, records and files estate documents; enters case information into computer case management system.

Releases copies of records to authorized individuals in accordance with established guidelines; conducts all records management activities in compliance with records retention guidelines.

Researches department files, microfilmed court/legal records, database records, electronic data sources, Internet sites and other sources for requested information as needed.

Attends hearings to assist the judge with cases.

Prepares orders for judges' signature.

Administers oaths to fiduciaries; ensures that court-appointed fiduciaries comply with the terms of the will, if any, and related records.

Closes estates, performing such duties as processing closing documents, determining proper distributive shares to heirs and devisees, locating heirs, calculating proper disbursements on accounts, calculating and collecting court fees, transferring real property and related assets of the estate, etc.

Prepares various statistical and administrative reports as required by the department, County and/or other agencies.

Collects, receipts and records application / filing fees and fines.

Assists in conducting Probate Court Workshops for paralegals, attorneys, personal representatives and others.

Answers the telephone; provides information and assistance as requested and/or forwards calls to appropriate staff person; takes messages as needed.

Types, prepares, processes, copies, files, distributes and/or transmits various routine documents, court / legal documents, records, forms, reports and correspondence.

Performs other routine clerical work as required, including but not limited to scheduling appointments, copying and filing documents, sending and receiving faxes, assembling materials, preparing documents for scanning, processing mail, entering and retrieving computer data, preparing spreadsheets, etc.

Performs duties of clerical staff in other divisions as necessary.

Attends training, meetings, seminars and/or workshops to enhance job knowledge and skills.