Receptionist-Probate Clerk

Hamilton County•Superior, IN

3d•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 maintaining office records. The position also includes managing the court's estate and guardianship cases, reviewing filings, composing notices, scheduling hearings, and ensuring cases move towards final disposition. Additionally, the Receptionist/Probate Clerk assists with office supply inventory, reviews inactive case files for closure, and supports law clerk vacancies by scheduling interviews and assisting applicants.

Requirements

High school diploma or GED
Clerical experience preferred
Working knowledge of standard office and court policies, procedures, and related terminology, and ability to apply such 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, and ability to effectively communicate orally and in writing with co-workers, other County departments, attorneys, and the public, including being 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, and 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, but not limited to, 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 and producing CCS entries and notices.
Maintains office legal books, Judge's committee notebooks, and office administrative files.
Investigates/reconciles/corrects clerical errors/omissions/discrepancies brought to attention through contact with attorneys, parties, etc.
Assists with daily/weekly calendar, including printing from computer, reconciling with handwritten calendar, researching and correcting discrepancies, entering scheduling changes, and copying and distributing.
Supervises the court’s estate and guardianship cases, including administering the ‘tickler’ system, reviewing incoming filings, taking appropriate action, and diarying for future follow-up.
Composes and sends periodic notices to move parties to required actions, then follows up by sending additional notices, setting show cause hearings, or reviewing resultant new filings and/or Orders.
Reviews estate and guardianship reports, inventories, and accountings for accuracy and completeness and corresponds with attorneys and/or parties regarding insufficiencies and/or 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 and/or court file, scheduling Trial Rule 41E hearings, composing and producing CCS entries and sending notices, and following up 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.