Assistant Probate Clerk II

Start Date: October 30, 2024 | End Date: April 28, 2025
County: Cumberland County
Job Type: Other

JOB PURPOSE:  The purpose of the Assistant Probate Clerk II position is to support the Adult Guardian/Conservator Probate Clerk II to ensure the compliance of the Maine Rules of Probate and Civil Procedure through the acceptance, processing and management of adult guardian and conservator proceedings.  The Assistant Probate Clerk informs customers of the filing requirements; responds to client and/or legal representative questions and inquiries during and after each filing; ensures legal notices and recording requirements are met; assists in the review of annual guardianship and conservatorship reports; reviews financial reports for accuracy and compliance; and presents accurate and complete updates and filings to the Register or Judge of Probate.  Pay is commensurate with experience, with a range of $22.67 - $25.03 per hour.  Please note, applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.

QUALIFICATIONS: 

• High School Diploma required.  Associates degree in legal administration or business desirable.
• Minimum of one year of related governmental, court or legal office work experience preferred.
• Equivalent combination of education, training and experience will be considered. 

MAJOR RESPONSIBILITIES:

1. Prepares legal documents which ensure speedy and efficient court proceedings involving the guardianship and/or conservatorship of incapacitated adults.
2. Maintains technical knowledge of probate court electronic filing system (ICON) and electronic recording system.
3. Maintains knowledge of the Adult Guardian and Conservator provisions of Title 18-C, Maine Rules of Probate Procedure, and Maine Rules of Civil Procedure to ensure consistent work product that meets the statutory requirements of the Probate Court.
4. Interacts with customers regularly- in person or by telephone; provides information relative to mandated processes; refers individuals to appropriate source as required.  Maintains professionalism and tact when dealing with challenging and emotionally charged interactions.  Must possess a high level of customer service skills.
5. Assists the Adult Guardian Probate Clerk II with individual proceedings as requested; and as such may be required to interact with legal counsel, pro se representatives, interested parties, and other court personnel and professionals. Responds to the Judge or Register as needed or requested relative to the cases under his/her assignment.
6. Responds to requests for docket research while ensuring appropriate confidentiality of all documents.  Reviews indexing of documents; search databases; assures accuracy of documents.
7. Maintains records and spreadsheets related to a protected person’s accounts and other related miscellaneous administrative functions, related to mandated reporting requirements.
8. Performs a variety of secretarial, recordkeeping and account maintenance activities, including utilizing computer software program specific to area of responsibility.
9. Type letters, generates forms, reports, memoranda and other materials from handwritten copy, rough draft, or general instructions, and composes routine correspondence.
10. Maintains records and spreadsheets related to adult guardian/conservator court cases, scheduling and other administrative functions and prepares reports as needed.
11. May perform simple accounting tasks, billing and reporting.
12. Reviews documents presented by customers to ensure they are submitted accurately; collects related fees.
13. Performs all general clerical duties including, but not limited to, word processing, making copies, filing, data entry, answering the telephone.
14. May assist with special programs and projects.
15. Scans documents.
16. Acceptance of, and processing of, passports and passport applications once training is complete.
17. Performs similar or related work as required, directed or as situation dictates.

Cumberland County offers an excellent and comprehensive benefits package and is proud of its talented and dedicated workforce. Come join our team and culture of engaged employees. Our strong management team is dedicated to providing employees with inspiring leadership, a positive and friendly workplace, support, encouragement and the necessary tools for success. We offer tuition reimbursement, wellness program, and professional development and training opportunities.

This position is 40 hours per week, with a full benefits package. Pay is commensurate with experience, with a range of $22.67 - $25.03 per hour.

Position will remain open until filled. 

Cumberland County is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability, or protected Veteran status.