Deputy Probate Court Clerk

Portage County Ohio • Ravenna, OH

3d

About The Position

Under the general supervision of the Chief Deputy Clerk, performs a variety of complex clerical tasks involved in the processing, reviewing, and filing of legal documents pertaining to Probate Court matters. Provides direction and assistance on Probate Court matters to attorneys and the public. Opens case files, receipts monies, provides counter assistance, review files for court action, prepare statistical reports, and closes cases. This is a full-time position (40 hours per week). Provide exceptional customer service by assisting customers at the counter or over the telephone, including reviewing documents and ensuring that the required information is provided and complete; determine and collect any costs or fees required; receipt collected monies; answer and customer related questions. Proofread documents for grammar, typos, format and accuracy; docket information in an accurate and timely manner; enter information in the court’s case management system; issue appropriate notices and distribute pleadings to the proper department; generate documents upon customer request; keep case file information in order as defined by statute and department procedures. Process incoming mail and prepare and coordinate service processing, including collecting new cases and service request from the mail or the counter; arrange for service based on standard procedures; update the status in the case management system; process failure of service attempts. Scan documents into the case file database and verify the accuracy of the scanned document, make appropriate corrections, and inform the supervisor of potential problems. Provide assistance to colleagues in the department when necessary due to scheduling, volume, or staffing requirements. Maintains an effective system of communications throughout the organization. Attend staff meetings and all trainings determined to be a benefit to the court as directed. Understanding of the courts’ responsibilities, functions, organizational structure and purpose. Ability to successfully deal with the public whether plaintiffs, defendants, witnesses, attorneys or the public in general, and have the ability to get along with others and all other duties as assigned. Must possess the knowledge, skills, and abilites as listed above.

Requirements

• Must possess the knowledge, skills, and abilites as listed above.
• A high school diploma is required, college degree preferred, or equivalent employment experience.
• Classes in computer and/or people skills are desirable.
• Knowledge of word processing is necessary.
• Knowledge of legal terms is necessary.
• A good understanding of English grammar is necessary.
• Experience in bookkeeping is desirable.
• Must possess critical skills and expertise.
• Capabilities in record-keeping, office procedures, and legal procedures.
• Proficiency in operating a personal computer and using or being able to learn court's case management system and Microsoft Office products, such as Word, Outlook, and Excel.
• Ability to maintain utmost confidentiality.
• Demonstrated dependability, reliability, and excellent attendance record.
• Professional appearance and demeanor.
• Ability to interact and maintain effective working relationships with Judge, Magistrate, employees, lawyers, and persons conducting business with the court.
• Must have suitable time management skills and be highly organized and detail oriented.
• Must have reliable transportation.
• Must pass a criminal background check, including driving record and pre-employment drug test
• Must have Notary Public Commission or obtain Notary Public Commission within three months of employment.

Nice To Haves

• college degree preferred
• Classes in computer and/or people skills are desirable.
• Experience in bookkeeping is desirable.

Responsibilities

• Performs a variety of complex clerical tasks involved in the processing, reviewing, and filing of legal documents pertaining to Probate Court matters.
• Provides direction and assistance on Probate Court matters to attorneys and the public.
• Opens case files, receipts monies, provides counter assistance, review files for court action, prepare statistical reports, and closes cases.
• Provide exceptional customer service by assisting customers at the counter or over the telephone
• Proofread documents for grammar, typos, format and accuracy
• Docket information in an accurate and timely manner
• Enter information in the court’s case management system
• Issue appropriate notices and distribute pleadings to the proper department
• Generate documents upon customer request
• Keep case file information in order as defined by statute and department procedures
• Process incoming mail and prepare and coordinate service processing
• Scan documents into the case file database and verify the accuracy of the scanned document
• Provide assistance to colleagues in the department when necessary due to scheduling, volume, or staffing requirements.
• Maintains an effective system of communications throughout the organization.
• Attend staff meetings and all trainings determined to be a benefit to the court as directed.

Benefits

• P.E.R.S.
• Health insurance coverage available and paid vacation after first year of public service.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED