PROBATE ASSISTANT, Probate Court 1

About the role

The role involves assisting the Court Administrator, Auditor, and Probate Analyst with overseeing all estates in both decedent and guardianship matters. Duties include post legal pleadings and instruments, review orders signed by Judge, handle compliance issues, and provide assistance to the Associate Judge and Court Auditor.

Responsibilities

• Dockets in and distributes incoming work from County Clerk's Office to appropriate Court employees.
• Dockets out in the Odyssey case management system all hand-signed orders received from Judge.
• Sets Audit Tabs in Odyssey case management system.
• Scans and e-mails copies of all signed orders to attorneys of record and forwards originals to the County Clerk's Office for matters not handled by Guardianship Assistants.
• Answers inquiries from attorneys on status of orders submitted for signing.
• Makes sure document filings in existing cases are up-to-date using Audit Tab Reports in Odyssey case management system.
• Advises attorneys by letter or e-mail of filing delinquencies that appear on the Audit Tab Reports per Court policy.
• Answers inquiries from attorneys about whether actions taken in response to delinquency notifications have brought cases into compliance.
• Aids Associate Judge in developing, implementing, and managing the Show Cause Docket.
• Runs Audit Tab Report, reviews case files, and prepares notices for removal of personal representatives and generates Show Cause Orders following consultation with Estate Auditor, Probate Analyst, Court Investigator, Assistant Court Investigator, or Associate Judge.
• Prepares initial drafts of Order of Removal for use by Associate Judge at Show Cause hearings.
• Prepares and submits for signature by Presiding Judge Orders of Removal for Failure to Qualify or Orders of Removal for Failure to File Inventory per Court policy.
• Prepares and mails out orders removing Personal Representatives to the Appointee, the attorney of record for the Appointee, any Surety for the Appointee, and all other attorneys of record and interested family members by regular and certified mail with return receipt requested as may be necessary or required by statute.
• Locates documents and files needed by other Court employees.
• Reviews hand-filed fee statements and prepares check requests to accompany orders for payment of Court Reporters, Interpreters, and attorneys appointed in mental health cases.
• Tracks and records work measure statistics to assist Court Administrator in preparation of annual budget for matters not contained within reports from Odyssey case management system.
• Maintains separate database tracking all fee orders for appointed attorneys being paid from County treasury in guardianship and mental health cases based upon check requests.
• Reviews Affidavits in Lieu of Inventory filed by independent executors/administrators. Updates Audit Tab in Odyssey case management system to show compliance or advises attorney of any deficiency.
• Orders supplies for the Court. Tracks use and monitors supply budget.
• Coordinates maintenance and repairs on copiers and fax machines.
• Schedules cases in the case management system when the Court Coordinator is unavailable.
• Relieves the Court Coordinator at front desk during breaks, lunches and other periods of absence. Answers the phone and routes calls to the appropriate staff member; welcomes walk-in visitors and directs them to the appropriate staff member; announces visitors as necessary; provides setting information to inquiring attorneys; records setting information in Odyssey case management system, the Court's paper setting book, and Outlook calendar; and maintains flow of all other assigned tasks while relocated to this work station.
• Performs all other related duties as assigned.

Requirements

• High school diploma or equivalent.
• Five (5) full-time years related work experience.
• Knowledge of general office equipment.
• Must be able to type accurately at 35 wpm.
• Must have working knowledge of personal computers, Microsoft Office, Tarrant County Online, SAP system, and all available probate screens.
• Must have or develop knowledge of Texas Estates Code and procedures to facilitate assistance of Court Administrator, Estate Auditor, and Associate Judge.

Qualifications

• High school diploma or equivalent.
• Some college preferred but not required.
• Five (5) full-time years related work experience.
• Knowledge of general office equipment.
• Must be able to type accurately at 35 wpm.
• Must have working knowledge of personal computers, Microsoft Office, Tarrant County Online, SAP system, and all available probate screens.
• Must have or develop knowledge of Texas Estates Code and procedures to facilitate assistance of Court Administrator, Estate Auditor, and Associate Judge.

Skills

• Knowledge of general office equipment.
• Ability to type accurately at 35 wpm.
• Working knowledge of personal computers, Microsoft Office, Tarrant County Online, SAP system, and all available probate screens.
• Knowledge of Texas Estates Code and procedures to facilitate assistance of Court Administrator, Estate Auditor, and Associate Judge.

Benefits

Tarrant County offers a full range of employee benefit programs for eligible employees, retirees, and their families. These programs include group health plans for medical, dental, and vision coverage; an Employee Assistance Program (EAP); life and long-term disability insurance; and flexible spending accounts for health care and dependent care reimbursements. The County also provides retirement benefits. Full time employees participate in the Texas County & District Retirement System (TCDRS), and employees may also participate in a retirement savings program (Deferred Compensation).