Deputy Court Clerk / Probate Court

Unified Government of Athens-Clarke County•Athens, GA

About The Position

The Deputy Court Clerk assists the Probate Court Judge in providing court services to the public. The role generates and maintains vital and sensitive records; prepares affidavits, notices, and orders; issues marriage and weapons carry licenses, certificates, subpoenas, and other documents; and performs other assigned tasks. The position reports to the Probate Clerk of Court, is classified as non-exempt, and requires satisfactory completion of a six-month probationary period. It is not safety-sensitive. The clerk processes probate petitions and filings, collects fees, schedules hearings and appointments, maintains court records and the Judge’s calendar, and assists attorneys, self-represented litigants, and the public with probate procedures, forms, and records searches. The role also handles marriage and weapons carry license applications, cash journals and deposits, case-management data, records security, supplies, and required communications with other offices and agencies. The position requires a high school diploma or equivalent and one year of clerical, bookkeeping, administrative, or related experience, or an equivalent combination of education, training, and experience. Regular and predictable attendance and cooperation with others are required. Work on religious holidays may be required. Physical demands are at the sedentary-work level, with occasional exertion of up to 10 pounds and use of standard office equipment.

Requirements

High school diploma or equivalent and one year of clerical, bookkeeping, administrative, or related experience, or an equivalent combination of education, training, and experience providing the required knowledge, skills, and abilities.
Knowledge of Probate Court policies, procedures, activities, terminology, probate laws, and procedures.
Knowledge of methods for compiling, filing, and indexing court dockets and proceedings.
Knowledge of computers.
Ability to compile, organize, prepare, and maintain records, reports, and information in accordance with departmental and governmental requirements.
Ability to communicate effectively with supervisors and other staff members.
Ability to use independent judgment in routine and non-routine situations.
Ability to perform required mathematical calculations.
Ability to plan, organize, and prioritize assignments and work activities.
Ability to understand and apply departmental regulations and procedures.
Regular and predictable attendance is required; must work cooperatively with others.
Must be able to read legal documents, financial data, and informational documentation and prepare legal documents, statistics, and financial information in prescribed formats.
Must be able to communicate effectively, explain procedures, and follow oral and written instructions, including using legal and bookkeeping terminology.
Must be able to use a computer and office equipment, including a typewriter, copier, calculator, and printer.
Physical requirements include walking, standing, bending, stooping, pushing, pulling, lifting, fingering, grasping, feeling, seeing, talking, hearing, and repetitive motions; occasional exertion of up to 10 pounds is required.

Responsibilities

Collect applicable fees for petitions, motions, pleadings, licenses, applications, inventories, returns, hearings, and newspaper publications according to the statutory schedule.
Schedule court hearings, prepare rule nisi documents, and notify parties and counsel.
Schedule appointments and maintain the Judge’s calendar.
Prepare and record case proceedings, enter docket information, and prepare case folders for filing.
Maintain accurate information in the computerized case-management system and coordinate with IT to resolve system problems.
Prepare authenticated and exemplified copies of court records for interstate use.
Prepare Letters Testamentary, Letters of Administration, Letters of Guardianship, and certified copies of court records.
Assist attorneys and self-represented litigants with questions about probate procedures and forms.
Assist attorneys, paralegals, genealogists, and the public with estate and marriage searches.
Answer telephone calls, take messages, transfer calls, receive the public at the counter, and respond to public inquiries in person and by phone.
Process applications for marriage and weapons carry licenses, subpoenas, and related matters; issue marriage licenses, marriage certificates, and subpoenas.
Make bank deposits and balance daily cash journals; secure files, cash boxes, and vaults at the end of each day.
Process assigned petitions for estate administration, probate of wills, guardianship of incapacitated adults, year's support, leave to sell, and leave to encroach on estate corpus.
Prepare statutory notices for assigned case types, determine required service and objection deadlines, and account for differences by case and interested party.
Arrange attorney and evaluator appointments in guardianship cases and coordinate evaluation orders and hearing dates with their offices.
Prepare two-party affidavits for mentally ill, drug-dependent, or alcoholic persons who may be apprehended for involuntary evaluation and possible involuntary treatment.
Monitor office supplies and maintain sufficient inventories of supplies and forms, including vital records forms and Georgia Probate Court Standard Forms.
Maintain the docket of County Officials’ oaths and bonds and record court proceedings in the case-management system.
Process petitions for amended or new birth certificates and for removal of obstructions from rights of way.
Maintain accurate records of marriage and weapons carry licenses issued and denied, and forward required marriage information to the office of Vital Records.
Serve as primary intake clerk for standard petitions, ensuring required information and signatures are present and filing and service fees are paid.
Coordinate criminal-background research on weapons carry license applicants with the Sheriff’s Department, FBI, and other courts; schedule hearings as needed and notify applicants of denials in accordance with law.
Conduct estate searches upon request and for condemnation proceedings.
Perform other duties as assigned.