Probate Clerk

Job Title

Probate Department Clerk

Job Description

Performs clerical tasks in the assigned area of the Probate Department, which involves answering questions, examining documents, and issuing tags and licenses. Incumbents may perform primary tasks associated with issuing vehicle tags, driving licenses, game and fishing licenses, marriage licenses, etc., recording and maintaining records, such as real estate transactions, wills, guardianships, mortgages, and etc. Individuals assure that proper documentation is received, and calculate taxes and fees prior to accepting documents or issuing licenses. Individuals are required to maintain and balance a cash drawer. Assist the public in locating documents and making copies of documents.

Essential Job Functions

Examines documents, issues licenses and permits, and collects associated fees and taxes

• Examines documentation required for issuing licenses and permits for business privilege licenses, game and fishing licenses, marriage licenses, Notary Public licenses, driving permits, non-driver identification cards, using computer and manual systems.
• Informs the public if there are deficiencies in documents presented and assists them in understanding how to correct deficiencies.
• Collects fees and taxes associated with the issuance of the license/permit, and balance collections in accordance with established procedures
• Boat renewals, transfers, replacements and duplicates

Records and maintains records of events and transactions using optical scanning equipment

• Codes and scans instruments and documents, including verification of image, re-scanning, and updating data, if necessary
• Maintains and updates all computerized data base files by scanning and indexing.
• Retrieves books for historical data and adds to indexing and imaging file
• Assists the public as needed in utilizing the computer and other resources to obtain records.
• Records all marriages and send copy of license to the State Bureau of Vital Statistics
• Collects filing fees and any taxes due for deeds, mortgages, etc., issues receipts as needed, balances collections in accordance with established procedures, balances docket and money, verifies funds, and makes bank deposits.

Issues motor vehicle tags and titles when proper documentation is presented and required payments are made

• Assess vehicle; verify description and identification number, including mileage if out of state title is needed. If vehicle is from out of state, input initial data, verify from out of state title and visually inspect
• Examines existing title, title application, bills of sale, and other documentation regarding the request for issuing a tag to assure that all documents are correct process and verify all title reports and issue check to Alabama Department of Revenue
• Process requests for mailing tags and/or decals by keying in information, verifying receipt of proper amount of money, and mailing tag and/or decals to citizens
• Answer questions, inform citizens of how deficiencies can be corrected
• Fill tag bins with proper tags
• Scans a variety of documents
• Understanding state policies and laws making sure the registrant met state regulations
• Verify liability insurance utilizing the system (OIVS) when issuing or renewing vehicle registrations. Collect fines for the state from the registrants not having valid insurance.
• Educate the public on MLI suspensions, reinstatements, and registrations violations and penalties and revoked status and collection of fines
• Knowledge of ad valorem tax based on tax district in which located and class of vehicle and if the vehicle will be used commercial or personal. Issue distinctive plates and assure we have the special documents required and issue correct exemption
• Knowledge of title and leased vehicle transfers, name changes, valid ID and documents needed to obtain a title from a decrease owner. Knowledge of documents required for tax credits to be able to issue the credits.
• Being detail oriented and maintaining a positive and professional demeanor.

Knowledge, Skills, & Abilities

• Knowledge of basic mathematics sufficient to operate cash drawer and make calculations
• Knowledge of modern office practices, procedures and equipment
• Knowledge of basic filing systems and coding methods, including alphabetical, numeric, indexing methods, etc.
• Ability to communicate both verbally and in writing
• Ability to read and comprehend departmental rules, regulations, procedures and instructions
• Ability to understand verbal instructions and directions
• Ability to perform moderately complex mathematical calculations, with or without a calculator
• Ability to operate basic office equipment, including computers and optical scanning equipment
• Ability to establish and maintain effective working relationships with other employees and the public
• Ability to interact with the public and provide information in a polite and efficient manner both in person and on the telephone verbally explain the rules and procedures to the citizens in a clear and courteous manner
• Ability to perform data entry at an error free rate equivalent to 40 words per minute
• Ability to make decisions in accordance with precedents and regulations and to apply them to work situations

Typical Qualifications

Individuals hired for this classification must complete extensive training in which he or she becomes familiar with and proficient in all of the divisions of the Probate Department. A Probate Clerk's specific tasks may vary greatly between each division of the Probate Office. This job description is designed to capture the clerical roles of probate clerks among all divisions; therefore a probate clerk may or may not perform all tasks on this job description depending on what division they are assigned to.

Supplemental Information

High school diploma or G. E. D. certificate and adequate coursework in typing. Familiarity with standard keyboard and ability to accurately enter information into computer terminal to generate forms, license and permits. Some general clerical experience which included typing or data entry preferred