Deputy Register of Wills

Internal applicants will be considered before external applicants.

The attachment of a resume to your application does not fulfill requirement of proof of experience and will not prevent incomplete applications from being rejected. Education and work experience fields must be completed manually, regardless of the presence of an attached resume.

GENERAL PURPOSE
The Deputy Register of Wills performs advanced clerical work related to the Register of Wills office. This position is primarily a customer service and data management position which requires the ability to answer inquiries from the Court, attorneys, and the public regarding procedures and case status.

SUPERVISION RECEIVED
This position reports directly to the Register of Wills.

SUPERVISION EXERCISED
This position is responsible for supervision over the following classifications: Clerical Technician 3 – Register of Wills.

ESSENTIAL DUTIES OF THE POSITION
Communicates relevant information and potential issues to the Register of Wills.

Follows up with attorneys regarding pending filings, deadlines, and requirements.

Receives and reviews petitions, orders, and other legal documents.

Reviews the work of Clerical Technicians, and provides guidance to staff as needed.

Reviews forms for accuracy, and enters data into the case management system.

Ensures all filings comply with current statutes, local rules, and internal processes.

Dockets petitions for Grant of Letters and Appoints Personal Representatives.

Performs filing and other related administrative and clerical duties, as needed.

Dockets appropriate information for upcoming hearings, citations, and other related matters into the system in an accurate and timely manner. Verifies the accuracy of the information provided.

Prepares Citations, and tracks future hearing deadlines.

Communicates statutory requirements and procedures to the public.

Assists the public in processing petitions, reports, and similar activities.

Receives and processes Inheritance Tax payments.

Prepares and assists with the preparation of daily account balances and deposits.

Administers oaths and reads information to Petitioners as necessary.

Dockets, images, and files all documents filed over the counter.

Prepares additional probate fee invoices after receiving Inheritance Tax appraisement.

Exercises discretion and sound judgement regarding the confidentiality of all non-public information including, but not limited to, non-public records and information contained in party files, pending Court decisions and orders.

Acknowledges and practices confidentiality with regard to discussion or distribution of all data, filings, and sensitive matters as pursuant to the internal Non-Disclosure Statement.

Deputy is expected to perform some tasks from the Orphans’ Court, and will be cross-trained.

*An employee assigned to this title shall perform a majority, but may not perform all, of the duties listed in this job description. Conversely, minor level duties performed on the job may not be listed. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

REQUIRED MINIMUM QUALIFICATIONS

EDUCATION & EXPERIENCE– Completion of a high school, or general equivalency diploma; AND

At least three (3) years of general clerical work experience in an administrative, professional, governmental or judicial setting. 

NOTE: An Associate’s degree in Public Administration, Criminal Justice, or a closely related field may be substituted for two (2) years of the three (3) year experience requirement.

KNOWLEDGE, SKILLS, AND ABILITIES  
Ability to learn the goals, objectives, principles, and practices commonly employed when granting Letters Testamentary or Letters of Administration.

Knowledge of administrative methods and techniques commonly used in developing and processing information, record keeping, and ensuring the secure control of information and documents.

Ability learn and follow specific laws, regulations, and requirements governing County operations in processing Estates, Probates, Trusts, and related documents.

Ability to type and enter data accurately.

Knowledge of Word and Excel, or ability to gain proficiency.

Ability to understand and effectively carry out verbal and written instructions.

Ability to effectively work as part of a team, demonstrating an ability to delegate and work cooperatively. Establishing and maintaining effective and professional working relationships with Register of Wills, attorneys, staff, and members of the public.

Skill in multi-tasking and managing interruptions.

Ability to provide exceptional customer service at all times.

Ability to learn new computer systems (County Fusion, GTS/CPCMS).

Ability to read, write, speak, understand, and communicate in English to perform the duties of this position.    

TOOLS AND EQUIPMENT
Telephone, personal computer (including Microsoft Word and Excel, and other specialized software), typewriter, calculator, adding machine, microfiche equipment, writing implements, fax machine, copy machine, paper shredder, and other office equipment.

PHYSICAL DEMANDS
While performing the duties of this job, the employee is frequently required to walk, sit, talk, or hear.  

The employee must occasionally lift and/or move up to twenty (20) pounds.  

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job

The noise level in the work environment is quiet to moderately noisy. 

SELECTION GUIDELINES
Formal application, rating of education and experience, interview, and reference check as well as job related tests may be required. 

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.


FLSA STATUS:    FLSA NON-EXEMPT (ELIGIBLE FOR OVERTIME)
DESIGNATION:    UNION
PAY GRADE:        CR-18
UNION STATUS:  AFSCME COURT RELATED NON-PROFESSIONAL UNIT

Updated September 2024