SOMERSET COUNTY - POSITION DECRIPTION
Department: Registry of Probate Job Title: Deputy Registrar
Classification: Non-Exempt/Hrly Office Hours: 8:30am – 4:30pm
Starting Salary: $16.50/hour Total Hours: Full-Time Position 35 hours
Statute Reference: Title 18-C; Section 1-506
The position of the Deputy Registrar is a quasi-paralegal position working directly under the Registrar of Probate. The Deputy Registrar is called on to act in the Registrar’s place when the Registrar is unavailable.
Representative Duties and Responsibilities:
Under the direction of the Register of Probate
Performs the Following:
- Indexing, docketing and filing of probate cases in a timely and accurate fashion;
- The preparation of court orders;
- The preparation of other documents and correspondence;
- The preparation of informal probate and appointment proceedings;
- Prepares complex docket entries;
- Prepares abstracts of Wills and Appointment for the Registrar of Deeds;
- Attests to orders and other documents as required;
- Issues letters of authority, letters of guardianship, letters of conservatorship, certificates of adoption, certificates of name change, certificates of appointment, certified copies and authenticated copies to be attested by the Registrar of Probate;
- Prepares notices pursuant to Rule 4 of the Maine Rules of Probate Procedure;
- Schedules matters to be brought before the Probate Court, including pre-trial activities and motions;
- Answers inquiries from attorneys, the public, the Judge and staff concerning matters before the Probate Court;
- Keeps abreast of Law Court decisions, legislative changes, and changes promulgated by the Supreme Judicial Court;
- Involvement in the Association in efforts to become more uniform in all 16 courts. Accomplished through Association members investigation of procedures and a melting down of ideas on policy to ensure uniformity;
- Takes dictation from Judge on complicated Orders; transcribes and is responsible for mailing out of such Orders Specifications/Qualifications
This position requires a working knowledge of the court system as well as the Maine Probate Code set out in Title 18-A M.R.S.A.
- Knowledge of court procedures, legal documents, laws and legal facts pertaining to the court preferred;
- Ability to interact effectively with court personnel, the Judge, the public, attorneys, administration and the County Commissioners.
- Knowledge of legal terminology and legal forms;
- Knowledge of modern office practices and procedures;
- Knowledge of the organization, functions and responsibilities of the Probate Court preferred;
- Knowledge of the administrative and clerical procedures followed by the Probate Court preferred;
- Ability to assign and supervise the work of subordinate employees;
- Ability to schedule cases in a manner which effectively utilizes the resources of the Probate Court, while accommodating attorneys and the public in a timely fashion;
- Knowledge of personnel systems and the principles of personnel administration;
- Ability to gather and compile appropriate information for special projects and reports;
- Ability to take and transcribe hearings, notes, and documents
Minimum: High School Diploma or equivalent- Some College education is preferred and/or extensive training in a legal office with a strong background in Probate procedure. Business background and familiarity with office procedures preferred with excellent interpersonal skills.
- Working Conditions and Job Hazards:
The physical demands described here are representative of those that must be met by the employee to perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform some of the essential functions. This administrative office position requires the ordinary demands of ant secretarial office. You must type for a period of 30 minutes or more continuously but a lot of the typing and docketing is stop and start work and is not continuous in nature. The basic storing and retrieving of files is involved. The only item of lifting that is required is the moving of large older docket books which weigh about 15 pounds each. These are older books and as time passes we will be using them less and less.
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 form the position if the work is similar, related or a logical assignment to the position.
The job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and the requirements of the job change.