Clerical Specialist III (Assistant… at Lancaster… · Lancaster

Starting Compensation: $39,682.50/Annually

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Job Description:

JOB SUMMARY

• The Assistant Orphans' Court Deputy will work independently and with limited supervision.
• The Assistant O.C. Deputy will be responsible for overseeing the Guardianship Tracking System ("GTS") filings in Orphans' Court mandated by the Supreme Court of Pennsylvania by reviewing annual Guardian Reports of the Person and of the Estate.
• The Assistant O.C. Deputy will work closely with the Orphans' Court.

REPORTING RELATIONSHIPS

• The Assistant Orphans' Court Deputy will report directly to the Chief Deputy and will also work closely with the Orphans' Court Judge and the Judge's staff to facilitate the timely and efficient processing of guardians' reports

ESSENTIAL JOB FUNCTIONS

• Create a new file in incapacity cases and include the Petition, Confidential Information Sheet, Preliminary Decree and any other documents submitted for filing.
• Support the Orphans' Court by adding the hearing date to the Judge's calendar in the Register of Wills' software program and attending the incapacity hearing.
• Following the Court's issuance of a Final Decree, communicate with the Guardian(s) regarding their legal responsibility for filing an Inventory and annual Reports of the Person and of the Estate.
• Obtain from Guardian(s) information needed to complete Guardian Adjudication Worksheet (form GTS 7110) and Post-Adjudication Worksheet (form GTS 7120).
• Generate an access code for the GTS and provide it to the Guardian(s).
• Upload the case to the GTS in order for Guardians, Court Staff, Clerk of the Orphans' Court, and Orphans' Court Judge to manage cases.
• Assist Guardians through the early process of compiling and submitting reports.
• Enter reports of those Guardians who choose to submit a paper inventory and reports rather than submitting them electronically.
• Preliminarily review submitted reports for omissions and other defects.
• Either accept or return the report to the Guardian(s) for corrections.
• Act as Court Liaison and respond to Guardian(s) and attorney inquiries.
• Fulfill the duties of the "court's designee" as that term is used in amended Pennsylvania Orphans' Court Rule 14.8 (effective April 1, 2024).
• Electronically upload cases to Register of Wills' software program.
• Submit Orphans' Court monthly reports to AOPC.
• Send out notifications from AOPC about trainings for Guardians.
• When possible, verify participation by individual and professional guardians in trainings and certifications.

OTHER SPECIFIC TASKS OR DUTIES

• Accept Orphans' Court filings and payments at counter
• Accept Inheritance Tax filings and payments at counter
• Accept and input probates and related filings
• Process requests for exemplifications of probate files
• Prepare probate documents for pick-up or mailing
• Process short certificate requests
• Process mail and phone requests
• Back up Marriage Clerk as needed by processing marriage applications, preparing certified duplicate marriage licenses, processing mail requests, and inputting marriage returns
• Docketing
• Filing
• Assist the Deputy Clerk of Orphans' Court as needed
• Assist Inheritance Tax Clerk as needed
• Assist Chief Deputy as needed
• Maintain working knowledge of PEF Code

MINIMUM QUALIFICATIONS

• High School Diploma plus 2-5 years of office experience that includes working with the public.
• Experience in court-related operations preferred.
• Knowledge of Word, Excel, Outlook and related applications.
• Clerical skills including word processing, database management and record maintenance.
• Any equivalent combination of education, experience and training that provides the required knowledge, skills and ability to perform this job.

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of state and local Orphans' Court Rules as they pertain to incapacity proceedings & Orphans' Court filings.
• Ability to analyze information, locate and analyze data, and enter information accurately into the GTS.
• Ability to understand, develop, implement and oversee policies and procedures as they pertain to the GTS.
• Ability to type/keyboard proficiently.
• Competency in the operation of basic office equipment.
• Possess strong communication skills (both verbal and written).
• Ability to prioritize and maintain a heavy workload in a fast-paced environment while ensuring accuracy, efficiency and attention to detail.
• Ability to work independently and cooperatively with others.
• Ability to communicate effectively and tactfully with the Court and with the public.

REQUIRED LICENSES/CERTIFICATIONS/CLEARANCES

• None

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT

• Ability to sit for long periods of time.
• Work is primarily sedentary in nature.
• Light lifting of boxes of files is at times necessary.

The County of Lancaster offers comprehensive benefits to our employees. Read more about our benefits here.

Lancaster County Government provides Equal Employment Opportunity for all persons regardless of race, religion, age, sex, national origin, genetic information or disability. The County also observes all applicable laws regarding Veterans status. The County reflects this action in all areas of employment and compensation practices and policies. Employment with the County is based upon the ability to perform the job as well as dependability and reliability once an individual is hired.