Probate Clerk/Probate Specialist I/II

Association of Village Council Presidents•Bethel, AK

About The Position

This position is responsible for the Probate and Estate Services function of the Realty Department, under the direction of the Realty Program Manager and the direct supervision of the Supervisory Probate Specialist. The role involves reporting deaths of deceased, restricted landowners to the Bureau of Indian Affairs (BIA) and initiating Federal Indian Probate. The primary function is to gather information and documentation to prepare a complete probate case for submission to the BIA and the Office of Hearings and Appeals (OHA) for heir determination. This is a career ladder position with a Level I (introductory/trainee) and Level II (increased responsibilities and independence).

Requirements

Demonstrated dependable work attendance record.
Strong written, oral, organizational, analytical, and computer skills.
Ability to perform each essential duty satisfactorily.
High school diploma or GED is required.
Three (3) years of general clerical or secretarial experience is preferred.
Proven ability to compile reports and prepare business correspondence.
Proven ability to read and apply Code of Federal Regulations (CFRs) related to Probate.
Must be able to apply Alaska’s Laws of Intestacy.
Previous evaluations rated as good to excellent.
Effectively produce thorough and complete probate packages.
Must possess intermediate Probate knowledge and skill.
Must possess ability to successfully train or coach colleagues in their role as Probate Clerk or Probate Specialist I.

Nice To Haves

Bilingual Yup’ik/English preferred.

Responsibilities

Maintains strict confidentiality of the department and clientele.
Receives one-on-one technical direction from the Supervisory Probate Specialist or designee.
Opens new probate files, maintains records, responds to requests for search of Last Will & Testaments from other agencies, and provides assistance.
Tracks and verifies notices of death in the region.
Completes thorough records research to determine restricted land ownership upon receiving reports of death.
Prepares Death Report Worksheets for submission to the Bureau of Indian Affairs (BIA) to initiate Federal Indian Probate Cases.
Assists in the preparation of required forms and instruments for probating estates.
Obtains legal documents through various agencies as needed.
Obtains certificates through the State of Alaska Bureau of Vital Statistics office.
Prepares and electronically records documents at the Department of Natural Resources Recorder’s Office.
Posts Notices of Initial Hearing on behalf of the Office of Hearings and Appeals.
Assists the Probate Specialists in routine probate cases.
Provides routine reports in a timely manner and ad hoc reports upon request.
Travels in and out of the region as required.
Protects the best interests of the deceased Native Restricted landowner.
Maintains and updates Probate Cases in all stages of case preparation, including keeping thorough telephone logs, emails, and records of all case activity.
Identifies one or two knowledgeable immediate family members to assist in the collection of family history information, including adoptions.
Verifies information with each individual to whom the information pertains.
Collects copies of vital records, such as birth and marriage records, from family members when available, and other agencies where records are not in family members’ possession.
Prepares accurate inventory and appraisement of restricted land interests decedent owned at the time of death.
Accurately identifies restricted townsite lots and gathers townsite lot improvement information.
Follows-up routinely with probable heirs and/or interested parties and other agencies to obtain information or documentation necessary for submission of probate package to the Bureau of Indian Affairs (BIA).
Prepares probate package from the information gathered for submission to the Bureau of Indian Affairs (BIA).
Attends probate hearings for all Probate Cases assigned and produces additional information or documentation to the Office of Hearings and Appeals (OHA) if necessary.
Establishes and implements systems whereby all workload within the section is accounted for at all times.
Provides one-on-one coaching and training to Probate and Estate Services staff.
Provides initial review of probate packages prepared by the Probate and Estate Services staff to ensure compliance with BIA policies.
Provides initial review of land ownership searches prepared by the Probate Clerk, and ensures all supporting documents are produced.
Responds to and completes requests for additional information or documentation for Probate Cases from the Bureau of Indian Affairs (BIA), and from the Office of Hearings and Appeals (OHA).
Prepares probate case files identified as high priority cases.
Prepares extremely complicated Probate cases.
Initiates and performs duties with minimal supervision.