Receptionist-Probate Clerk

Location:

Hamilton County is one of Indiana’s fastest growing, highest educated and wealthiest counties in the state and the Midwest. Two-thirds of the workforce lives and works in the county - a percent that has remained constant since 2010. Hamilton County is continually recognized in rankings ranging from “Best Cities to Relocate To” and “Best City to Raise a Family” to “Healthiest County in Indiana” and “Happiest Suburbs in the Nation”. Come be a part of all Hamilton County has to offer as we work together to serve the citizens of Hamilton County.

Job Description:

POSITION: Receptionist/Probate Clerk

DEPARTMENT: Superior Court 3

WORK SCHEDULE: 8:00 a.m. - 4:30 p.m., M-F

STATUS: Full-time

FLSA STATUS: Non-exempt

Hourly Rate: $25.3225

Candidate: Please submit a Cover Letter and Resume, both are required to be considered for this position.

To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. Hamilton County provides reasonable accommodation to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job, unless the accommodation would cause an undue hardship.

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.

DUTIES:

Answers telephone and greets office visitors, including reviewing documents and/or asking relevant questions to determine purpose of call/visit, responding to inquiries, researching general case information on computer or in files, directing persons to appropriate courtroom/individual/department, locating paperwork being processed, taking information and keeping court staff apprised of pertinent received information in a timely manner.

Performs various clerical functions as assigned or as needed, including pulling case files, typing/ copying/sending correspondence and other documents, 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 incumbent’s 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, copying and distributing.

Supervises the court’s estate and guardianship cases, including administering the ‘tickler’ system, reviewing incoming estate and guardianship filings to determine if/what court action needs to be taken, taking the 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 so as to keep the cases moving to final disposition.

Reviews estate and guardianship reports, inventories, and accountings for accuracy and completeness and corresponds when needed 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 as assigned or as needed, including assisting with the court calendar process and with 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 the CCS and/or court file, scheduling Trial Rule 41E hearings, composing and producing CCS entries and sending notices, and following-up after 41(E) hearings by generating and processing orders so as to get inactive cases closed or moved toward final disposition.

Assists with law clerk vacancies, including scheduling interviews, assisting applicants with application process, and assisting new hires as needed.

Performs related duties as assigned.

I. JOB REQUIREMENTS AND DIFFICULTY OF WORK:

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, and 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.

II. RESPONSIBILITY:

Incumbent performs standard, recurring duties according to well-established department policies and procedures. Incumbent receives indirect or occasional supervision, with priorities determined primarily by service needs of the public. Errors in incumbent's work are usually prevented through prior instructions from supervisor, procedural safeguards, and legally defined procedures, and are detected through notification from other departments, agencies or the public. Undetected errors may result in loss of time for correction and/or inconvenience to other departments, agencies or the public.

III. PERSONAL WORK RELATIONSHIPS:

Incumbent maintains frequent contact with co-workers, other County departments, attorneys and the public for the purpose of exchanging information.

Incumbent reports directly to Administrative Assistant.

IV. PHYSICAL EFFORT AND WORK ENVIRONMENT:

Incumbent performs duties in a standard office environment involving sitting and walking at will, close vision, hearing communication, speaking clearly, bending, crouching/kneeling, keyboarding, lifting/carrying objects weighing less than 25 pounds, and handling/grasping/fingering objects. Incumbent occasionally works extended and/or evening hours.

APPLICANT/EMPLOYEE ACKNOWLEDGMENT

The job description for the position of Receptionist/Probate Clerk for Superior Court 3 describes the duties and responsibilities for employment in this position. I acknowledge that I have received this job description and understand that it is not a contract of employment. I am responsible for reading this job description and complying with all job duties, requirements and responsibilities contained herein, and any subsequent revisions.

Proposed Hourly Rate:

Hamilton County is an Equal Opportunity Employer. We participate in E-Verify.