Deputy Probate/Absentee Voter Clerk

Saline County•Benton, AR

6d•Onsite

About The Position

The Probate Clerk Assistant position is a multifaceted role that provides essential support to the Probate Court and the public. The primary responsibility is managing and maintaining various court files, including those for guardianships, estates, adoptions, civil commitments, and small estate cases. A significant part of the job involves opening and setting up new cases, handling subsequent electronic filings, and accurately following instructions from attorneys. This includes tasks like copying, emailing, and faxing documents, as well as publishing legal notices and issuing official letters as ordered by the court. The position also involves direct interaction with the public, requiring strong customer service skills. Daily duties include answering phone calls, routing calls to the correct department, and providing various administrative services such as registering voters, issuing marriage licenses, registering minister credentials and "Doing Business As" (DBA) filings, and providing notary services. During election cycles, this position serves as the Absentee Clerk receiving and processing absentee requests, prepare and process absentee ballots for voters in a timely manner according to the State requirements. Maintain records using the current voter system, Power Profile, recording when requests were received as well as ballots mailed to voters and returned from voters. Prepare for the canvassing and opening of ballots under the supervision of the Saline County Election Commissioners.

Requirements

High school or GED, plus specialized schooling and/or on the job education in a specific skill area such as data entry, clerical/administrative, etc.
19 to 23 months related experience and/or training
12 to 18 months related management experience. Management experience relating to experience in prioritizing tasks.
Ability to effectively communicate information and respond to questions in person-to-person and small group situations with customers, clients, general public and other employees of the organization.
Attend Clerk's Conference for continuing education on matters dealing with probate and EQ.
Intermediate: Must have experience in Excel, Word, and other software products of Microsoft Office, 10-Key
Basic: Presentation/PowerPoint
Regular use of highly complex machines and equipment; specialized or advanced software programs.
Customer service skills
Good verbal and written communications skills
Computer skills
Ability to work well under pressure while meeting deadlines.
Knowledge of modern office practices, procedures, and equipment.
Ability to work well within a group atmosphere and be an excellent team player.

Nice To Haves

Preferred experience with elections.

Responsibilities

Answer phone and route calls to appropriate personnel or assist as needed.
Open and maintain annexation and improvement district files.
Open probate files, scan all initial documents and maintain e-filing.
Issue and record marriage licenses, register DBA certificates, record minister credentials using the County Information Systems.
File and record other county documents such as contracts, agreements, etc.
Register voters under the direction of the Voter Registrar.
Assist researchers in Probate and County Court records.
Maintain inventory of marriage license paper, social security applications, etc.
Count down the money drawer at the end of the day and run reports.
Provide Notary services.
Accept and process absentee ballot applications as received in the County Clerk's Office. This involves entering the information into the voter's record in Power Profile (SOS Voter Database).
Once ballots are ready for mailing, the clerk will select the appropriate ballot based on the voter's precinct and party preference, if during a primary election and process for mailing.
Run necessary ballot reports in Power Profile.
Ensure timely delivery of ballots to military personnel, spouses and citizens working overseas.
Log in voted ballots as received in the office into Power Profile and maintain chain of custody.
Prepare and oversee the processing and canvassing process of ballots with assistance of election workers under the supervision of the County Election Commissioners.
Perform any other related duties as required or assigned.