DEPUTY CLERK - PROBATE COURT

JACKSON COUNTY, GEORGIA

CLASSIFICATION SPECIFICATION

CLASSIFICATION TITLE: DEPUTY CLERK - PROBATE COURT

PURPOSE OF CLASSIFICATION

This position provides highly responsible administrative, clerical, technical, and legal support to the Probate Court, including processing estates, guardianships and conservatorships, weapons carry licenses, marriage licenses, and vital records. The work requires independent judgment, strong attention to detail, knowledge of multiple areas of law, and strict adherence to confidentiality and professional standards.

ESSENTIAL FUNCTIONS

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Court Administration and Clerical Operations

• Answers telephones, emails, written correspondence, and in-person inquiries from attorneys, fiduciaries,

government agencies, and the general public.

• Reviews, records, scans, files, and maintains legal documents, petitions, orders, and court records.
• Processes incoming and outgoing mail.
• Maintains court calendars and schedules hearings, appointments, and deadlines.
• Drafts hearing calendars and coordinates courtroom scheduling with other court departments.
• Coordinates hearing security and courtroom support with the Sheriff's Office.
• Assists the public with access to docket books, archived records, and online court records.
• Collects and processes filing fees, fines, certified copy fees, and other court payments.
• Balances daily cash drawers, deposits, and performs weekly and monthly financial reconciliations.
• Processes invoices, maintains accounts, and assists with payroll-related functions.
• Orders office supplies and maintains adequate inventory of forms and court materials.
• Maintains and updates the court website.
• Maintains compliance with records retention requirements and confidentiality standards.
• Ensures accurate recordkeeping and confidentiality of court files and sensitive information.

Estate Administration

• Responds to inquiries regarding estate proceedings, filing requirements, deadlines, and ongoing cases.
• Processes estate petitions and related filings.
• Reviews documents for completeness, required signatures, statutory compliance, and filing requirements

prior to judicial review.

• Calculates and collects fees.
• Prepares service copies and coordinates publication requirements with local newspapers.
• Drafts related documents for judicial review and signature.
• Administers oaths and certifies letters and related documents.
• Record petitions, wills, inventories, annual returns, and related documents in official records.
• Monitor statutory deadlines and notify fiduciaries of missing documents, inventories, annual returns, final

accountings, and other required filings.

• Ensures adherence to probate laws, court rules, judicial directives, and administrative procedures.

Vital Records Administration

• Issues certified copies of birth and death certificates.
• Enters and maintains personal and medical information within the State Vital Records System.
• Processes disposition permits and burial transit permits.
• Processes home births, delayed birth certificates, paternity acknowledgments, and amendments to birth

and death records.

• Posts unclaimed body announcements as required by law.
• Researches and processes historical vital records requests.
• Assists the public with genealogy and family history research.

Weapons Carry License Administration

• Processes weapons carry license applications and renewals.
• Obtains applicant photographs, signatures, fingerprints and related documents.
• Identifies and processes special application categories.
• Reviews criminal history reports and background information for completeness.
• Maintains and operates fingerprinting equipment.
• Coordinates background investigations.
• Provides informational materials and guidance regarding application requirements.
• Maintains application logs, records, and related documents.
• Obtain TAC certification if required by GCIC policy.

Marriage License Administration

• Processes marriage license applications.
• Issues marriage licenses and certified marriage certificates and records marriages in official docket record

books.

Adult Guardianships, Minor Guardianships, Conservatorships, and Compromise Claims

• Processes adult and minor guardianship and conservatorship petitions.
• Provides informational pamphlets, videos, and procedural guidance to petitioners.
• Calculates and collects filing fees.
• Coordinates evaluations with licensed medical professionals.
• Arranges service through the Sheriff's Office and special process servers.
• Obtains and processes criminal history information when required.
• Monitors annual reporting requirements and send reminder notices.

Specialized Court Services

• Records oaths for county officials, municipal officials, board members, and other public officers.
• Prepares and submit dedimus documentation to the Secretary of State.
• Assesses qualifications for Orders to Apprehend and coordinate service with the Sheriff's Office.
• Notarizes sworn affidavits and administer oaths.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of Georgia probate laws, court procedures, vital records regulations, weapons carry licensing

requirements, and guardianship and conservatorship statutes.

• Knowledge of legal terminology, records management practices, and judicial procedures.
• Skill in reviewing legal documents, petitions, pleadings, orders, and supporting documentation for

completeness, accuracy, statutory compliance, and adherence to court requirements.

• Skill in maintaining data in court management systems, Laserfiche, state databases, Microsoft Office 365

applications, and standard office equipment.

• Ability to interpret laws, regulations, policies, and court procedures.
• Ability to communicate effectively with judges, attorneys, law enforcement personnel, medical

professionals, government agencies, and the public.

• Ability to maintain confidential and sensitive information.
• Ability to manage multiple case types, deadlines, and priorities simultaneously.
• Ability to exercise sound judgment, professionalism, and impartiality in all court-related matters.

ADDITIONAL FUNCTIONS

Performs other related duties as required.

MINIMUM QUALIFICATIONS

High school diploma or GED equivalent required. Candidates must possess a minimum of one (1) to three (3) years of progressively responsible clerical and administrative experience, preferably within a Probate Court, judicial, governmental, or closely related professional environment. An equivalent combination of education, training, and experience that demonstrates the knowledge, skills, and abilities necessary to perform the essential functions of the position may be considered.

Must be eligible to complete and maintain all required Security and Integrity Training as mandated by the Georgia Bureau of Investigation. Candidates must also possess a valid commission as a Notary Public or demonstrate the ability to obtain such commission within a timeframe established by the appointing authority.

Must exhibit proficiency in general office practices and procedures, including records management, data entry, customer service, document processing, and the handling of confidential and sensitive information. Strong organizational, communication, and interpersonal skills, as well as the ability to work effectively with the public, legal professionals, and governmental agencies, are essential.

PERFORMANCE APTITUDES

Data Utilization: Requires the ability to determine, calculate, tabulate, or summarize data/information. Includes performing subsequent actions in relation to these computational operations.

Human Interaction: Requires the ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.

Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to start, stop, operate and monitor the functioning of equipment, machinery, tools, and/or materials used in performing essential functions.

Verbal Aptitude: Requires the ability to utilize a wide variety of reference and descriptive data and information.

Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.

Functional Reasoning: Requires the ability to carry out instructions furnished in written, oral, or diagrammatic form. Involves semi-routine standardized work with some latitude for independent judgment concerning choices of action.

Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving a variety of generally pre-defined duties, which are often characterized by frequent change.

ADA COMPLIANCE

Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station.

Sensory Requirements: Some tasks require the ability to perceive and discriminate colors or shades of colors, sounds, depth, texture, and visual cues or signals. Some tasks require the ability to communicate orally.

Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.

Jackson County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.