Deputy Probate Court Clerk

Job Summary

Court of Common Pleas – Probate Division:
Deputy PROBATE Court Clerk. Under the general supervision of the Chief Deputy Clerk, performs a variety of complex clerical tasks involved in the processing, reviewing, and filing of legal documents pertaining to Probate Court matters. Provides direction and assistance on Probate Court matters to attorneys and the public. Opens case files, receives monies, provides counter assistance, reviews files for court action, prepares statistical reports, and closes cases.

This is a full‑time position (40 hours per week).

• Provide exceptional customer service by assisting customers at the counter or over the telephone, reviewing documents, ensuring that required information is provided and complete; determine and collect any costs or fees required; receive collected monies; answer customer‑related questions.
• Proofread documents for grammar, typos, format and accuracy; docket information in an accurate and timely manner; enter information in the court’s case‑management system; issue appropriate notices and distribute pleadings to the proper department; generate documents upon customer request; keep case‑file information in order as defined by statute and department procedures.
• Process incoming mail and prepare and coordinate service processing, including collecting new cases and service requests from the mail or the counter; arrange for service based on standard procedures; update the status in the case‑management system; process failures of service attempts.
• Scan documents into the case‑file database and verify the accuracy of the scanned document, make appropriate corrections, and inform the supervisor of potential problems.
• Provide assistance to colleagues in the department when necessary due to scheduling, volume, or staffing requirements.
• Maintain an effective system of communications throughout the organization.
• Attend staff meetings and all trainings determined to be a benefit to the court.
• Understand the courts’ responsibilities, functions, organizational structure and purpose.
• Deal successfully with the public including plaintiffs, defendants, witnesses, attorneys or the public in general, exhibiting the ability to get along with others and perform all other duties as assigned.

• Understanding of the courts’ responsibilities, functions, organizational structure and purpose.
• Ability to successfully deal with the public, including plaintiffs, defendants, witnesses, attorneys or the public in general, and the ability to get along with others and perform all other duties as assigned.