Deputy Register of Probate - Kennebec County/Augusta

Start Date: November 21, 2023 | End Date: May 19, 2024
County: Kennebec County
Job Type: Manager

Deputy Register of Probate

Salary determined by experience $50,000-$55,000

JOB PURPOSE:

Perform the statutory duties as set forth in Title 18-A by ensuring the law is followed and handle all assigned tasks of the Probate Office including the preparation of documents for court. Works closely with Judge Mitchell. 

GENERAL EXPECTATIONS:

• Be committed to the mission of the Kennebec County Probate office.
• Work as a member of a team in the performance of all duties.
• Use active communication skills and de-escalation techniques when dealing with others.
• Assure quality in work performed and timely completion to facilitate the smooth function of legal proceedings.
• Be neat and maintain a professional appearance, dress code is business casual.
• Understand and work within Kennebec County Government Policies and Procedures.
• Maintain confidence and protect County by keeping information concerning clients and County Operations confidential.

KEY EXPECTED RESULTS:

Assists Court & Judge:

• Processing new guardianship and conservatorship cases for minors.
• Processing terminations petitions on guardianships.
• Handling all foreign and domestic adoptions as well as completion of papers for adoption.
• By helping public with child support orders and withholding orders.
• Preparing notices for the media, information for the docket book, decrees, letters, and warrants.
• Schedule hearings, pre-trials, and motions. Make sure all guardian ad litem reports, physician reports and guardianship/conservator- ship plans are filed 10 days prior to hearing.
• Does proper court preparations by handling change of jurisdiction cases under Title 4, Section 307.
• Reviews all court pleadings, filings, and correspondence.
• File supportive documents before items go to hearing, birth certificates and parental right orders.
• Make sure proper service of all interested parties is complete and an affidavit of service has been completed prior to any hearings.

Assists Public, Employees, & Outside Professionals

• Appoint an attorney as ordered by Judge of Probate to protect the rights of the wards.
• Timely, provide copies of all cases to appointed attorneys, guardians’ ad litem, and visitors which ensures case integrity.
• Work closely with the Department of Human Services Child Support and Enforcement Division checking for existing benefits and reporting all requests for support.
• Answer questions and in cooperation with attorneys prepare appropriate papers for court.
• Answer customer questions about the probate process, directing them to documents, information sheets, etc.

Assist with Office Management and Support Registrar of Probate

• Help with the budget preparations, scheduling expenditures; analyzing variances; and initiating corrective actions.
• Pay bills, order probate forms, and approve department timesheets.
• Know county safety policies and practice those policies by attending programs, reporting all accidents and suspected safety hazards to the proper person.
• Keep current on all probate code and make sure all state requirements are met.
• Attend education workshops, establish personal networks, and participate in professional societies.
• Create a positive work environment by working with the Registrar for staff coaching, counseling, disciplining, planning, monitoring, and appraising job results.
• Handle all information with confidentiality and share only on a need-to-know basis. Respect the diversity of your clients, coworkers, and society.
• Adapt and change priorities as needed to accomplish the overall goals and needs of the Judge and public.

PHYSICAL & MENTAL STANDARDS NEEDED FOR ESSENTIAL JOB FUNCTIONS:

Physical Requirements: The physical requirements described here are representative of those that must be met by the incumbent to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and talk or hear for extended periods of time. The employee is occasionally required to stand, walk and use hands to finger a standard computer keyboard, use a mouse, computer, copier, typewriter, fax, microfiche copier, postage machine, and telephone.

The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by the job include close vision, distance vision, and the ability to adjust focus.
 

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those the incumbent encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

REQUIREMENTS AND SKILLS NEEDED FOR POSITION **:

• High school diploma or equivalent
• College level courses in public administration and paralegal studies highly desirable
• Demonstrated ability to work with the public.
• Demonstrated ability to work well with others.
• Computer Skills including Microsoft Office Suite.

** All requirements and skills are considered to be essential, unless otherwise indicated.

EXPERIENCE:

• Three (3) to five (5) years’ experience as a clerk.

REPORTS TO:

Register of Probate