Probate Clerk

Position Summary

The Probate Clerk is responsible for the performance of advanced level clerical duties relating to the qualification of fiduciaries for estates of deceased individuals.  These duties include taking depositions of witnesses to wills, qualifications of executors and administrators, acceptance of trusteeships and guardianships, and oaths and affirmations.  In addition, Probate Clerk processes minor guardianships involving the Surrogate Intermingled Trust Fund (SITF).  The Probate Clerk performs support tasks for Superior Court functions as directed by the Special Deputy Surrogate or the Deputy Surrogate.  This position is trained in all administrative duties in the office and has principal responsibility to oversee one or more critical duties and to back up other Clerks in their administrative assignments. This position is non-supervisory but does involve answering questions of less experienced Clerks in the performance of their duties.

Essential Functions

1. Interacts with customers and other members of the public in a professional and friendly manner, showing compassion and understanding when dealing with customers who have experienced a loss.
2. Follows procedures to completion for probating wills, administering intestate estates, qualifying guardians for minors, qualifying trustees in a testamentary trust, and processing small estate affidavits for a surviving spouse or next of kin by reading wills, trusts, and other estate planning documents, analyzing documents, and entering information in a database as part of the probate process.Also completes the process for all standard applications made through the Surrogate’s Office.
3. Represents the County of Somerset as appropriate.
4. Interacts with the legal community.
5. Retrieves mail twice daily from Post Office and Mail Room.
6. Opening, date stamping and distributing mail to probate and court clerks.
7. Entering appropriate information into Bluestone System for post issue.
8. Receiving, numbering, file stamping and indexing all proof of mailings, refunding bond and release forms, claims, release of claims, notices of appearances, summons, and other filings.
9. Monitor and redact information as per Daniel’s Law.
10. Supports staff members by assisting in training new hires.
11. Preparing boxes for scanning.
12. Assisting Archives with scanning documents.
13. Sending out and receiving boxes of scanned documents to and from Archives.
14. Stapling, sorting, and filing all scanned documents and file folders.
15. Submit requests to record department in Trenton prior to shredding of documents.
16. Shred files and prepare wills to be archived.
17. Logging all documents into the Daily & Miscellaneous books.
18. Searching records as needed to help clients.
19. Charging clients for copies and ensuring proper payment.
20. Prepare and charge clients for Exemplified copies of probates, administrations, and guardianships.
21. Mail out “fees due” cards for improper payments and missing payments.
22. Checking, forwarding, or responding to emails.
23. Answering phones, taking phone orders and payments for copies and updated certificates as needed.
24. Looking up old cases in Papervision System when necessary.
25. Helping Title Searchers when needed.
26. Pull film jackets or reels and make copies for searchers and/or resend to archives for scanning corrections, as needed.
27. Performs other related duties as assigned by Surrogate and Deputy Surrogate.

Essential Qualifications

• Associate degree and prior experience in an office environment as a paralegal or legal secretary with experience in litigation.
• Public policy knowledge of applicable New Jersey Statutes and Rules of Court applicable to the functions of the Surrogate Office, including ethics and rules of conduct and the Judicial Code of Conduct.
• Proficiency with Windows and advanced knowledge of the Microsoft Office Suite for document preparation is required.
• Demonstrated ability to interact with the public in a mature, sensitive, and compassionate manner without supervision.
• Excellent interpersonal and communication skills.

Preferred Qualifications

• Prior customer service experience.
• Must possess excellent time management and organizational skills.
• Must be proficient in Excel.
• Bilingual (English and Spanish) preferred.