Receptionist-Probate Clerk

Hamilton County, Indiana • Noblesville, IN

4d • Onsite

About The Position

Incumbent serves as Receptionist/Probate Clerk for Superior Court 3, responsible for providing clerical support to department personnel, assisting the public, and supervising estate and guardianship cases. This role involves answering telephones, greeting visitors, responding to inquiries, researching case information, directing individuals, and managing paperwork. The position also performs various clerical functions such as pulling case files, typing correspondence, maintaining office files, and correcting clerical errors. A key responsibility is supervising the court’s estate and guardianship cases, which includes administering a 'tickler' system, reviewing filings, taking appropriate court action, and managing case progression towards final disposition. This includes composing and sending notices, scheduling hearings, and reviewing reports for accuracy. The role also assists other department personnel, monitors office supplies, and periodically reviews inactive case files for closure. Additionally, the Receptionist/Probate Clerk may assist with law clerk vacancies, including scheduling interviews and aiding new hires.

Requirements

• High school diploma or GED
• Clerical experience preferred
• Working knowledge of standard office and court policies, procedures, and related terminology
• Ability to apply knowledge to a variety of interrelated tasks
• Ability to type with speed and accuracy
• Ability to properly operate a variety of standard office equipment, including computer, printer, calculator, telephone/switchboard, fax machine, copier, and video monitor
• Working knowledge of standard English
• Ability to effectively communicate orally and in writing with co-workers, other County departments, attorneys, and the public
• Ability to be sensitive to professional ethics, gender, cultural diversities, and disabilities
• Ability to work on several tasks at the same time, often under time pressure, and complete assignments effectively amidst frequent distractions and interruptions
• Ability to understand and follow written and oral instructions/directions
• Ability to appropriately respond to constructive criticism
• Ability to competently serve the public with diplomacy and respect, including occasional encounters with irate/hostile persons
• Ability to comply with all employer/department personnel policies and work rules, including attendance, safety, drug-free workplace, and personal conduct
• Ability to maintain appropriate, respectful interrelationships with co-workers
• Ability to provide public access to or maintain confidentiality of department information/records according to state requirements
• Ability to occasionally work extended and/or evening hours

Responsibilities

• Answers telephone and greets office visitors, reviewing documents and asking relevant questions to determine the purpose of the call/visit.
• Responds to inquiries, researches general case information on computer or in files, and directs persons to the appropriate courtroom/individual/department.
• Locates paperwork being processed, takes information, and keeps court staff apprised of pertinent received information in a timely manner.
• Performs various clerical functions including pulling case files, typing/copying/sending correspondence and other documents, and composing/producing CCS entries and notices.
• Maintains office legal books, Judge's committee notebooks, and office administrative files.
• Investigates/reconciles/corrects clerical errors/omissions/discrepancies.
• Assists with daily/weekly calendar, including printing, reconciling, researching/correcting discrepancies, entering scheduling changes, and copying/distributing.
• Supervises the court’s estate and guardianship cases, including administering the ‘tickler’ system, reviewing filings, taking appropriate action, and diarying for future follow-up.
• Composes and sends periodic notices to move parties to required actions, follows up with additional notices, sets show cause hearings, or reviews resultant new filings/Orders to keep cases moving to final disposition.
• Reviews estate and guardianship reports, inventories, and accountings for accuracy and completeness and corresponds with attorneys/parties regarding insufficiencies/discrepancies.
• Schedules estate and guardianship hearings, including composing and producing necessary CCS entries and notices.
• Assists other department personnel and performs some duties in their absence, including assisting with the court calendar process and jury administrative assistance.
• Monitors and maintains inventory of office supplies, ordering items as needed.
• Periodically reviews inactive case files to determine status and take appropriate action, including reviewing CCS/court file, scheduling Trial Rule 41E hearings, composing/producing CCS entries and sending notices, and following up after 41(E) hearings by generating and processing orders.
• Assists with law clerk vacancies, including scheduling interviews, assisting applicants with the application process, and assisting new hires as needed.
• Performs related duties as assigned.

Benefits

• Medical
• Dental
• Vision
• Life (employee, spouse, children)
• Long and short-term Disability
• Hamilton County Employee Health Center & Pharmacy (Noblesville/Westfield)
• Advocacy Program
• Nutrition Education and Wellness Center
• Pharmacy
• Sick leave
• Bereavement
• Holidays (10-13 per year)
• Compensatory time
• Paid time off (1 week at 6 months, 2 weeks at 1 year then an additional day each year until max of 22 days on year 15)
• Indiana Public Employee Retirement Fund Pension (annuity & pension)
• AUL Deferred Compensation Plan
• McCready Retirement (Merit staff)

What This Job Offers

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