MARSHALL COUNTY JOB DESCRIPTION

Senior Probate Clerk

 

 

Department:         Probate                                                                                  Job Code:              162

Reports To:           Division Supervisor                                             DOT Reference:   243.362-010

Revision Date:     January 2007                                                                                       205.367-034

FLSA:                    Non-Exempt

 

Summary

 

                Performs clerical tasks, assists in answering questions and training new personnel, and serves as backup for supervisor in the tags and licenses area of the Probate Department or works independently in a satellite office of Probate, which involves answering questions examining documents and issuing tags and licenses.  Incumbents may perform primary tasks associated with issuing vehicle tags, driving licenses, game and fishing licenses.  Individuals assure that proper documentation is received, and calculate taxes and fees prior to accepting documents or issuing licenses.  Individuals are required to maintain and balance a cash drawer in the main Courthouse or verify, balance and make deposit in satellite locations.

 

 

Essential Job Functions

 

A.            Examine documents, issue licenses and permits, and collect associated fees and taxes

 

                1.             Examine documentation required for issuing licenses and permits for business privilege     licenses, game and fishing licenses, Notary Public licenses, driving permits, non-driver        identification cards, using computer and manual systems.

                2.             Inform the public if there are deficiencies in documents presented and assist them in         understanding how to correct deficiencies.

                3.             Collect fees and taxes associated with the issuance of the license/permit, and balance       collections in accordance with established procedures

 

B.            Issue motor vehicle tags and titles when proper documentation is presented and required payments are made.

 

                1.             Verify description and identification number of vehicles, including mileage if out of           state title is needed,            

                2.             Examine existing title, title application, bills of sale, and other documentation     regarding the request for issuing a tag to assure that all documents are correct

                3.             Process and verify all title reports and issue check to Alabama Department of Revenue

                4.             Calculate and collect appropriate taxes and fees required prior to issuing tag

                5.             Process requests for mailing tags and/or decals by keying in information,              verifying receipt of proper amount of money, and mailing tag and/or decals to citizens

                6.             Answer questions, inform citizens of how deficiencies can be corrected

                7.             Fill tag bins with proper tags

 

C.                  Work at satellite and make deposits, or assist and fill-in for supervisor

 

                1.             Provide limited Probate services at satellite location

                2.             Balance collections in accordance with established procedures, verifies funds, and makes

                                bank deposit

                3.             Provide documentation to Account Clerk of deposits made

                4.             Provide assistance to supervisor by answering questions and assisting clerks with

                                difficult transactions

                5.             Participate in training new personnel

                6.             Fill-in for supervisor as needed

 

 

Knowledge, Skills, and Abilities

 

1.             Knowledge of basic mathematics sufficient to operate cash drawer and make calculations

2.             Knowledge of modern office practices, procedures and equipment

3.             Knowledge of basic filing systems and coding methods, including alphabetical, numeric, indexing methods, etc.

4.             Ability to communicate both verbally and in writing

5.             Ability to read and comprehend departmental rules, regulations, procedures and instructions

6.             Ability to understand verbal instructions and directions

7.             Ability to perform moderately complex mathematical calculations, with or without a calculator

8.             Ability to operate basic office equipment, including computers and optical scanning equipment

9.             Ability to establish and maintain effective working relationships with other employees and the public

10.          Ability to interact with the public and provide information in a polite and efficient manner both in person and on the telephone verbally explain the rules and procedures to the citizens in a clear and courteous manner

11.          Ability to perform data entry accurately and efficiently

12.          Ability to make decisions in accordance with precedents and regulations and to apply them to work situations

13.          Ability to establish and maintain effective working relationships with other employees, and the general public

 

Minimum Qualifications

 

                High school diploma or G. E. D. certificate plus 2 years of work experience in the Probate Office Tags and License Division.  

 

 

                                This job description should not be interpreted as all inclusive.  It is intended to identify the major responsibilities and requirements of this job classification.  All incumbents may not perform all of the job duties listed, and some incumbents may perform some duties which are not listed, and incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this description.