Job Details

CLASSIFICATION TITLE:

Clerical Services Supervisor

SALARY:

$52,892.12 - $68,411.53

DEPARTMENT:

Probate Court Wills & Estates

Opening Date:

05/28/2025

Closing Date:

06/11/2025 12:00 a.m.

FLSA Status: Non-exempt. Overtime pursuant to Collective Bargaining Agreement or Human Resources and Labor Relations Policy

Employment Relationship: Just cause subject to probationary period

GENERAL SUMMARY

Oversees all areas of the clerical functions of the Probate Court. Provides the public and attorneys with the proper legal documents and procedures to complete Probate Court Wills & Estates and Mental Division filings.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

Assists attorneys and the public in person and on the phone in the processes and procedures of Probate Court.

Responds to inquiries from the public, as well as other employees. Provides the public with correct documents and explains forms.

Ensures files from the courtroom are processed in a timely manner and copies are issued to involved parties.

Processes legal Probate Court documents and forms, sets cases for hearings, and carries out orders from the Judge.

Reviews legal documents for accuracy and reviews case files at each stage of the legal process for accuracy and completeness.

Performs cashiering duties, including issuing change and receipts, counting money, balancing register receipts and disbursements, posting data to accounts, and preparing revenue vouchers.

Balances and closes each month and the year and processes end of month and end of year reports.

Processes notices of delinquencies, sends out notices to file, and sends out invoices and other correspondences with attorneys and members of the public.

Assists the Probate Register, as needed and answers procedural questions from the Director of Legal Services.

Maintains inventory of forms and supplies and reorders as needed.

Directs and supervises the work of assigned staff. Trains new employees regarding various Court cases.

Signs certifications.

Performs related duties as assigned.

QUALIFICATIONS

Required Education and Experience

• High school diploma or General Educational Development (GED) equivalent

  A minimum of five (5) years of progressively responsible clerical experience

Preferred Education and Experience

• Bachelor Degree from an accredited college or university in Business, Management or related field

• Experience within a Probate Court setting

• Previous supervisory or management experience

COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES

Knowledge of:

• Revised Probate Code, State Court Administrative Office (SCAO) forms and requirements and court procedures

• Principles and practices of basic bookkeeping

• Modern office equipment, computers and software (Windows, Word, Excel), Google Products, case management software, legal terminology and court procedures.

Skill in:

• Interpersonal skills necessary to develop and maintain effective and appropriate working relationships with elected officials, Administrators, Department Heads, staff, union officials and the public

• Performing a variety of duties, often changing from one task to another of a different nature

• Organization and time management

Ability to:

• Understand and accurately perform basic mathematical functions

• Prioritize assignments and cases, multi-task and meet deadlines

• Supervise, direct, review and organize the work of assigned staff

• Exercise considerable judgment and make decisions in accordance with laws, regulations and established policies and procedures

• Work in an environment which embraces the county’s Dignity Campaign

• Effectively speak, write and understand the English language

• Effectively speak, write and understand a language other than English is preferred

• Understand and carry out oral and/or written instructions

• Accurately organize and maintain paper documents and electronic files

• Maintain the confidentiality of information and professional boundaries

• Work independently

WORK ENVIRONMENT/CONDITIONS

The work environment and exposures described here are representative of those an employee encounters while performing the essential functions of this job.

N/S=Never/Seldom   O=Occasionally   F/C= Frequently/Continuously

Work Environment

Office or similar indoor environment: F/C

Outdoor environment: N/S

Street environment (near moving traffic): N/S

Construction site: N/S

Confined space: N/S

Exposures

Individuals who are hostile or irate: O

Individuals with known violent backgrounds: O

Extreme cold (below 32 degrees): N/S

Extreme heat (above 100 degrees): N/S

Communicable diseases: N/S

Moving mechanical parts: N/S

Fumes or airborne particles: N/S

Toxic or caustic chemicals, substances, or waste: N/S

Loud noises (85+ decibels): N/S

Blood Borne Pathogens: N/S

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

N/S=Never/Seldom   O=Occasionally   F/C= Frequently/Continuously

Demand:

Balancing on even or uneven surfaces/ground: N/S

Bending (forward or backward bending at the waist): F/C

Climbing up or down stairs, ladders, scaffolding and platforms: N/S

Crawling (moving about on hands and knees). Inspecting in confined spaces: N/S

Digging:  N/S

Driving on sealed and unsealed roads: N/S

Grasping, gripping, holding, clasping with fingers or hands: F/C

Kneeling to work at low levels: N/S

Manual Dexterity (fine finger movements i.e., keyboard operating, writing): F/C

Lift/Carry/Move objects from one level/position to another:

Up to 25 pounds: O

Push/Pull objects away from or towards the body: O

Reaching overhead (arms raised above the shoulder) or forward reaching (arms extended): N/S

Sitting in a seated position during the task performance: F/C

Standing in an upright position without movement: F/C

Walking considerable distances in the facility on multiple surfaces: F/C

Running considerable distances in the facility on multiple surfaces: N/S

GENERAL REQUIREMENTS AND DISCLAIMERS

Complies with P.A. 390, as amended, known as the State’s Emergency Management Act and the County’s Emergency Management resolution as well as all related plans, policies and procedures covered by those statutes.

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities.  Please tell us if you require accommodation to apply for a job or to perform your job.  Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment amongst other possible accommodations. 

The United Auto Workers 412 – Supervisors bargaining unit represents this position.  Therefore, there may be contract language which could require consideration in the selection process.