Superior Court: Court Administrator/Probate Registrar

Vigo County, Indiana•Terre Haute, IN

11h

About The Position

Under the supervision of the Vigo County Judges, the Court Administrator/Probate Registrar is responsible for performing the duties and responsibilities as required by the Vigo County Superior Court Judges, for both Court Administration and Probate Registrar. Incumbent reports to Vigo Superior Court Chief Judge and All Judges.

Requirements

High School diploma or GED; supplemented by five to seven years prior experience in a legal or courtroom setting, with experience in bookkeeping and administration preferred; or any equivalent combination of education, training and experience which provides the requisite knowledge, skills and abilities for this job.
Ability to operate operate a variety of automated office machines including computer, calculator, copier, telephone systems, etc.
Ability to exert physical effort in sedentary to light work involving routine carrying of office supplies, stooping, kneeling, crouching and reaching; lifting Tasks require visual perception and discrimination.
Ability to lift/carry up to 25 pounds.
Ability to add, subtract, multiply, divide, calculate decimals and percentages and measure data.
Ability to comprehend and correctly use a variety of informational documents including court orders, motions, and other reports and records.
Ability to comprehend a variety of reference books and manuals including, policies and procedures, computer manuals/handbooks, etc.
Ability to prepare orders, forms, reports, and other court documents, memorandum, correspondence, and other job related documents using prescribed formats and conforming to all rules of punctuation, grammar, dictation and style.
Ability to make independent judgments in absence of management, use common sense and utilize the principles of rational systems in the performance of tasks.
Ability to learn and understand legal terminology, language, principles and techniques; ability to expound on knowledge of topics related to primary occupation.
Ability to maintain confidentiality of restricted information with a proven history of integrity
Ability to utilize departmental software including Odyssey, WordPerfect or Word and Excel.
Ability to accurately record and deliver information and meet deadlines.
Ability to perceive and discriminate sounds.
Ability to work under moderately stressful conditions, to respond immediately to crisis situations, and to balance priorities within and between offices.
Ability to maintain personal composure and tactfully handle difficult situations and interpret questions correctly; ability to behave in a friendly, understanding, helpful and professional manner with coworkers, supervisors and the general public.
Ability to advise and interpret the application of policies, procedures and standards to specific situations; ability to explain, demonstrate and clarify to others within well established policies, procedures and standards.
Ability to communicate effectively, verbally and in writing, with attorneys, Judges, court personnel, clerks, other county personnel, and the general public; ability to speak with and before others with poise, voice control and confidence using correct English.
Ability to work effectively in an office and courtroom environment.
Essential functions are regularly performed without exposure to adverse environmental conditions.

Nice To Haves

Notary Certification helpful.

Responsibilities

COURT ADMINISTRATOR DUTIES : Claims/Ledger/Budget/Transfers/Council Request Process Claims Prepare and Deliver claims to annex Post claims to ledger Balance ledger with auditor report Prepare transfers of funds within budget Prepare end of year Encumbrances Prepare budget transfers Payroll/Salaries Check payroll, add transcripts, have Chief Judge authorize Scan payroll, submit via email Prepare salary letters for employees annually Interpreter Grant Prepare annual Grant request Pay claims for interpreters/deliver to annex Prepare quarterly interpreter report Prepare and process reimbursement from Interpreter Grant Post and verify ledger Supplies Order Supplies Occasional trip to Sam’s Order printing Back up Jury Administrator As needed – assistant backup for vacations, sick leave, personal days etc. New Employee Orientation Create New Employee Folder Provide new employee with appropriate forms for Incite, Odyssey, Service Records, Ethics, etc. Employee Service Records Collect Quarterly Employee Service Records Prepare spreadsheet and give to Chief Judge Quarterly Report on Budget and Expenditures Prepare annual Report on Budget and Expenditures Prepare Council Requests and Miscellaneous Correspondence Other Duties as assigned
PROBATE REGISTRAR DUTIES: Make daily Probate entries Track all Probate cases by doing follow up events, sending notices, typing orders, setting hearings Answer general public and attorney questions Clean up and Resolve old Probate cases Preview pleadings, Audit accountings Contact attorneys if filings are missing or more information is needed Notarize Oaths Assist Clerk with phone