Deputy Probate/Absentee Voter Clerk
Saline County Arkansas, Benton, AR, United States
Probate Clerk Assistant
The Probate Clerk Assistant position is a multifaceted role that provides essential support to the Probate Court and the public. The primary responsibility is managing and maintaining various court files, including those for guardianships, estates, adoptions, civil commitments, and small estate cases.
A significant part of the job involves opening and setting up new cases, handling subsequent electronic filings, and accurately following instructions from attorneys. This includes tasks like copying, emailing, and faxing documents, as well as publishing legal notices and issuing official letters as ordered by the court.
The position also involves direct interaction with the public, requiring strong customer service skills. Daily duties include answering phone calls, routing calls to the correct department, and providing various administrative services such as:
Registering voters
Issuing marriage licenses
Registering minister credentials and "Doing Business As" (DBA) filings
Providing notary services
During election cycles, this position serves as the Absentee Clerk receiving and processing absentee requests, prepare and process absentee ballots for voters in a timely manner according to the State requirements. Maintain records using the current voter system, Power Profile, recording when requests were received as well as ballots mailed to voters and returned from voters. Prepare for the canvassing and opening of ballots under the supervision of the Saline County Election Commissioners.
Essential duties and responsibilities include:
Answer phone and route calls to appropriate personnel or assist as needed.
Open and maintain annexation and improvement district files.
Open probate files, scan all initial documents and maintain e-filing.
Issue and record marriage licenses, register DBA certificates, record minister credentials using the County Information Systems.
File and record other county documents such as contracts, agreements, etc.
Register voters under the direction of the Voter Registrar.
Assist researchers in Probate and County Court records.
Maintain inventory of marriage license paper, social security applications, etc.
Count down the money drawer at the end of the day and run reports.
Provide Notary services.
Accept and process absentee ballot applications as received in the County Clerk's Office. This involves entering the information into the voter's record in Power Profile (SOS Voter Database).
Once ballots are ready for mailing, the clerk will select the appropriate ballot based on the voter's precinct and party preference, if during a primary election and process for mailing.
Run necessary ballot reports in Power Profile.
Ensure timely delivery of ballots to military personnel, spouses and citizens working overseas.
Log in voted ballots as received in the office into Power Profile and maintain chain of custody.
Prepare and oversee the processing and canvassing process of ballots with assistance of election workers under the supervision of the County Election Commissioners.
Perform any other related duties as required or assigned.
Qualifications include:
High school or GED, plus specialized schooling and/or on the job education in a specific skill area such as data entry, clerical/administrative, etc., plus 19 to 23 months related experience and/or training, and 12 to 18 months related management experience. Management experience relating to experience in prioritizing tasks. Preferred experience with elections.
Ability to effectively communicate information and respond to questions in person-to-person and small group situations with customers, clients, general public and other employees of the organization.
Attend Clerk's Conference for continuing education on matters dealing with probate and EQ.
Intermediate: Must have experience in Excel, Word, and other software products of Microsoft Office, 10-Key
Basic: Presentation/PowerPoint
Regular use of highly complex machines and equipment; specialized or advanced software programs.
Periodically exposed to such elements as noise, intermittent standing, walking, pushing, carrying, or lifting; but none are present to the extent of being disagreeable.
The noise level in the work environment is usually moderate.
Semi-repetitive, low physical. Semi-repetitive type work which requires periods of concentration for varied time cycles as prescribed by the tasks.
While performing the functions of this job, the employee is regularly required to sit, talk or hear; frequently required to stand, walk, use hands to finger, handle, or feel, reach with hands and arms; and occasionally required to climb or balance, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision; and color vision.
The incumbent should possess customer service skills, good verbal and written communications skills and computer skills. Must be able to work well under pressure while meeting deadlines. The incumbent should have knowledge of modern office practices, procedures, and equipment. The incumbent should possess the ability to work well within a group atmosphere and be an excellent team player.
The duties listed above are intended only to show the various types of duties that will be performed. The omission of specific statement of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. All positions within the County Clerk's Office are assigned by the County Clerk or a designated representative and are subject to be changed when deemed in the best interest of the Office.
This job description does not constitute an employment agreement between Saline County and the employee and is subject to change by the employer if the need of the employer and requirements of the job change.
SALINE COUNTY IS AN EQUAL OPPORTUNITY
The Probate Clerk Assistant position is a multifaceted role that provides essential support to the Probate Court and the public. The primary responsibility is managing and maintaining various court files, including those for guardianships, estates, adoptions, civil commitments, and small estate cases.
A significant part of the job involves opening and setting up new cases, handling subsequent electronic filings, and accurately following instructions from attorneys. This includes tasks like copying, emailing, and faxing documents, as well as publishing legal notices and issuing official letters as ordered by the court.
The position also involves direct interaction with the public, requiring strong customer service skills. Daily duties include answering phone calls, routing calls to the correct department, and providing various administrative services such as:
Registering voters
Issuing marriage licenses
Registering minister credentials and "Doing Business As" (DBA) filings
Providing notary services
During election cycles, this position serves as the Absentee Clerk receiving and processing absentee requests, prepare and process absentee ballots for voters in a timely manner according to the State requirements. Maintain records using the current voter system, Power Profile, recording when requests were received as well as ballots mailed to voters and returned from voters. Prepare for the canvassing and opening of ballots under the supervision of the Saline County Election Commissioners.
Essential duties and responsibilities include:
Answer phone and route calls to appropriate personnel or assist as needed.
Open and maintain annexation and improvement district files.
Open probate files, scan all initial documents and maintain e-filing.
Issue and record marriage licenses, register DBA certificates, record minister credentials using the County Information Systems.
File and record other county documents such as contracts, agreements, etc.
Register voters under the direction of the Voter Registrar.
Assist researchers in Probate and County Court records.
Maintain inventory of marriage license paper, social security applications, etc.
Count down the money drawer at the end of the day and run reports.
Provide Notary services.
Accept and process absentee ballot applications as received in the County Clerk's Office. This involves entering the information into the voter's record in Power Profile (SOS Voter Database).
Once ballots are ready for mailing, the clerk will select the appropriate ballot based on the voter's precinct and party preference, if during a primary election and process for mailing.
Run necessary ballot reports in Power Profile.
Ensure timely delivery of ballots to military personnel, spouses and citizens working overseas.
Log in voted ballots as received in the office into Power Profile and maintain chain of custody.
Prepare and oversee the processing and canvassing process of ballots with assistance of election workers under the supervision of the County Election Commissioners.
Perform any other related duties as required or assigned.
Qualifications include:
High school or GED, plus specialized schooling and/or on the job education in a specific skill area such as data entry, clerical/administrative, etc., plus 19 to 23 months related experience and/or training, and 12 to 18 months related management experience. Management experience relating to experience in prioritizing tasks. Preferred experience with elections.
Ability to effectively communicate information and respond to questions in person-to-person and small group situations with customers, clients, general public and other employees of the organization.
Attend Clerk's Conference for continuing education on matters dealing with probate and EQ.
Intermediate: Must have experience in Excel, Word, and other software products of Microsoft Office, 10-Key
Basic: Presentation/PowerPoint
Regular use of highly complex machines and equipment; specialized or advanced software programs.
Periodically exposed to such elements as noise, intermittent standing, walking, pushing, carrying, or lifting; but none are present to the extent of being disagreeable.
The noise level in the work environment is usually moderate.
Semi-repetitive, low physical. Semi-repetitive type work which requires periods of concentration for varied time cycles as prescribed by the tasks.
While performing the functions of this job, the employee is regularly required to sit, talk or hear; frequently required to stand, walk, use hands to finger, handle, or feel, reach with hands and arms; and occasionally required to climb or balance, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision; and color vision.
The incumbent should possess customer service skills, good verbal and written communications skills and computer skills. Must be able to work well under pressure while meeting deadlines. The incumbent should have knowledge of modern office practices, procedures, and equipment. The incumbent should possess the ability to work well within a group atmosphere and be an excellent team player.
The duties listed above are intended only to show the various types of duties that will be performed. The omission of specific statement of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. All positions within the County Clerk's Office are assigned by the County Clerk or a designated representative and are subject to be changed when deemed in the best interest of the Office.
This job description does not constitute an employment agreement between Saline County and the employee and is subject to change by the employer if the need of the employer and requirements of the job change.
SALINE COUNTY IS AN EQUAL OPPORTUNITY