Receptionist-Probate Clerk

Location:

1 Hamilton County Square - Noblesville, Indiana, 46060 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 DESCRIPTION COUNTY OF HAMILTON, INDIANA POSITION

Receptionist/Probate Clerk

DEPARTMENT

Superior Court 2 WORK

SCHEDULE

8:00 a.m. - 4:30 p.m.,

M-F STATUS:

Full-time

FLSA STATUS

Non-exempt

HOURLY RATE

$26.9583 per hour To perform this position successfully, an individual must be able to perform each essential function of the position satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. Hamilton County provides reasonable accommodations 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 present an undue hardship. Incumbent serves as Receptionist/Probate Clerk for Hamilton County Superior Court 2, 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 or visit, responding to inquiries, researching general case information on computer or in files, directing persons to appropriate courtroom, individual, or 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 Chronological Case Summary (CCS) entries and notices. Maintains paper levels in copier. Investigates, reconciles, and corrects clerical errors, omissions, and discrepancies brought to incumbent's attention through notification from attorneys, and other individuals. Assists with daily and 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 or what court action needs to be taken, taking the appropriate action, and making notation 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 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 performing 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. Performs related duties as assigned.

I. JOB REQUIREMENTS AND DIFFICULTY OF WORK

: High school diploma or HSE, with clerical experience preferred. Working knowledge or and ability to make practical application of local, state, and federal regulations, Indiana statues, standard practices and procedures of the court, and legal terminology of the criminal justice system. Working knowledge of basic computer skills including word processing, spreadsheet, email, and Department-specific software and applications such as case management systems, with ability to apply such knowledge to a variety of interrelated processes, tasks, and operations. Ability to 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 spelling, and punctuation, and to prepare correspondence and detailed reports as required Ability to effectively communicate orally and in writing with co-workers, other County departments, attorneys, heirs, and the public, including being sensitive to professional ethics, gender, cultural diversities, and disabilities. Ability to work alone and with others in a team environment, and maintain appropriate, respectful interrelationships with co-workers. 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 instruction and 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 provide public access to or maintain confidentiality of department information/records according to state requirements. 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 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, heirs, and the public for the purpose of exchanging information and rendering service. 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. Incumber is occasionally required to work extended and/or evening hours. Hamilton County is an Equal Opportunity Employer. We participate in E-Verify.