Deputy Probate Court Clerk

Hall County•Gainesville, GA

19h•Onsite

About The Position

Performs a variety of tasks which support the operations of the Court including scheduling cases, receiving, recording and filing documents; assisting the public; receiving and accounting for money. This role involves interviewing and collecting information from citizens, receiving, recording, and filing documents, and assuring the scheduling of cases and hearings. The Deputy Probate Court Clerk prepares and types various documents and records, prepares and distributes court calendars, and collects, receipts, and accounts for money. They respond to public inquiries and complaints, operate various office machines with an emphasis on personal computers, and perform other related duties as required. Regular and predictable attendance is required. Specific duties include calculating and receiving filing fees, processing various legal documents such as Petitions, Caveats, Status Reports, Annual Returns, and Accountings, and reviewing filings for completeness and accuracy before submission to the judge. The role also involves obtaining attorneys or guardians ad litem as required by law, giving notice or issuing publications, assisting with monitoring Estates and Guardianships/Conservatorships, scheduling hearings and trials, preparing orders, filing orders, communicating with various state departments, preparing cases for appeal, scanning filings into imaging software, accepting applications for Marriage Licenses and Weapons Carry Licenses, seeking additional information for background checks, accepting affidavits, setting hearings, indexing and recording marriage licenses, sorting, ordering, recording, and filing Weapons Carry License applications, and mailing licenses. A critical aspect of this role is maintaining the confidentiality of all information as required by law and ensuring its security.

Requirements

High School Diploma or G.E.D.
One-year clerical support experience.
Any equivalent combination of education and experience which provides the minimum level of qualifications stated above.
Ability to type 35 wpm.
Ability to deal courteously and diplomatically with the public, County officials, attorneys and other employees and be tactful with angry or hostile individuals.
Ability to follow oral and written instructions.
Ability to communicate clearly and effectively, both orally and in writing.
Skills in general computer operations and Microsoft Word and Excel.
Must have fingerprint-based background check.

Nice To Haves

May be required to obtain Deputy Clerk Certification within six months of employment.
May be required to obtain GCIC certification within six months of employment.
Bilingual skills a plus.

Responsibilities

Interviews and collects information from citizens.
Receives, records, and files documents.
Assures scheduling of cases and hearings.
Prepares and types a variety of documents and records.
Prepares and distributes court calendars.
Collects, receipts, and accounts for money.
Responds to inquiries and complaints from the public.
Operates various office machines with emphasis on personal computers.
Calculates and receives filing fees and places cases on the docket.
Processes Petitions, Caveats, Status Reports and Annual Returns, Accountings, and all other filings.
Reviews filings to check for completeness and accuracy before giving to the judge.
Obtains an attorney or guardian ad litem as required by law.
Gives notice or issues publication as required by law.
Assists with monitoring Estates and Guardianships/Conservatorships of adults/minors.
Schedules hearings and trials and then notifies the affected parties.
Prepares orders.
Files orders in the deed room.
Communicates with and gives notice of certain orders to GCIC, the Department of Vital Records, and the Adult Guardianship division of the Department of Human Services.
Prepares cases for appeal and forwards all necessary documents to the Court of Appeals or Supreme Court.
Scans all filings into imaging software.
Accepts applications for Marriage Licenses and Weapons Carry Licenses.
Seeks additional information from Weapons Carry License applicants to compete background record, accepts affidavits, and sets hearings to retrieve all required information or revoke licenses.
Indexes and records marriage licenses.
Sorts, orders, records, and files Weapons Carry License applications and mails licenses to applicants.
Keeps all confidential information confidential as required by law and ensures the security of that information from the public and employees who do not need access to the information.
Performs other related duties as required.
Regular and predictable attendance is required.