Marshall County Job
Description
Chief Clerk - Probate
Department: Probate Job
Code: 990
Reports To: Probate
Judge DOT
Reference: 169.167-034
Date: November
2007
Summary
Oversees the operation of the
Probate Office to assure that all court business is conducted efficiently, in a
timely manner, and that all records are safely stored.
Establishes, modifies, and implements procedures as needed to comply
with local state and federal laws regarding the Probate Judge’s office. Assists the Probate Judge
by handling routine matters and acting as Judge in the absence of the Probate
Judge, except as limited by law.
Essential Job Functions
A. To
provide general oversight of the daily operation of the Office of the Probate
Judge, engaged in selling licenses, and maintaining records.
1. Stay abreast of all new laws and
regulations which affect the operation of the
Probate Office and
modify existing policies and procedures to assure compliance
2. Assure that bank deposits are made
in accordance with established procedures
3. Assure that checks returned for
insufficient funds are collected
4. Oversee the training of new
employees, including evaluation of progress and
monitoring
attendance
5. Requisition supplies and equipment
of the Probate Office and maintain records of
supplies
6. Supervise the service and/or sale
of: license plates; title applications;
licenses;
driver license or ID
card and driving permits; boat registrations and operating
licenses;
miscellaneous other licenses
7. Supervise the collection of ad
valorem and sales taxes,
8. Supervise the recording of
documents such as MTG tax; deed tax; mineral tax;
Notary Bonds; Certificates of Judgment;
Satisfaction of Lien; State Tax Lien;
Intent to
Dissolve; DD214; POA; Trust Agreements
B. To
Assist the Probate Judge by performing routine duties delegated by the judge
and acting as judge in his or her absence
1. Issue letters of testamentary,
administrative and guardianship in uncontested
proceedings
2. Administer oaths relating to the
business of the court
3. Receive and certify acknowledgments
and proof of documents authorized to be
recorded
4. Solemnize matrimony, approve bonds,
and appoint guardians ad litem (GAL)
5. Admit and record wills to probate;
pass and allow accounts of executors,
administrators,
and guardianships where there is no contest
6. File condemnations, commitments,
name changes, declarations of legitimacy, and certifications
of all documents filed in estates.
7. May perform all other acts and
duties, both ministerial and judicial, of the Probate
Judge where there
is no contest
8. Assist the Judge by researching the
Code of Alabama and Attorney General
opinions as
needed
9. Act as judge in his or her absence
10.
Monitor election preparations and
assist Probate Judge in its administration.
11. Listen to and counsel angry or
distressed citizens who call or come to the Probate
Court to protest or seek to
understand their treatment
C. Supervise
staff and assist subordinate supervisors
1. Conduct pre-employment interviews and make hiring
recommendations
2. Interpret and apply personnel policies, departmental
policies, and other relevant policies
and procedures
3. Review time and leave reports for assigned staff
4. Oversee and participate in staff training and
development
5. Prepare and review performance appraisal and discuss
with subordinates
6. Counsel employees regarding job performance and document
in accordance with
established procedures
7. Assist subordinate supervisors in handling problem
employees
8. Recommend disciplinary action as needed
Knowledge,
Skills, and Abilities
1. Knowledge
of the Code of Alabama as it pertains to the responsibilities of the
Office of the Probate Judge
2. Knowledge
of principles of management and supervision
3. Knowledge
of Probate Court procedures
4. Knowledge
of business English, spelling, and arithmetic
5. Knowledge
of modern office practices, procedures, and equipment including computers,
scanners, and software
6. Knowledge
of legal terminology, documents, and the laws, rules, and regulations as these
apply to the operation of the Probate Court
7. Knowledge
of Alabama voting laws and procedures
8. Ability
to make rational decisions based on legal precedent and facts in each case
9. Ability
to communicate clearly and effectively, both orally and in writing.
10. Ability
to read and understand written instructions, directives, manuals, laws, and
regulations
11. Ability
to provide guidance and supervision in order to facilitate the efficient
operation of the office
12. Ability
to manage multiple priorities and multiple demands to accomplish tasks in
accordance with established requirements
13. Ability
to prepare and assist in administering election process
14. Ability
to research Code of Alabama and Attorney General Opinions as needed in
order to provide relevant information to Probate Judge
15. Ability
to establish and maintain effective working relations with elected officials,
employees, attorneys, and the public
Minimum
Qualifications
Bachelor’s degree in Business or
Public Administration or related field plus 5 years of experience in a Probate
office, with at least 3 years of supervisory experience, or an equivalent
combination of education and experience
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.