Register of Wills/Clerk of Orphan's Court

GENERAL PURPOSE
The Register of Wills/Clerk of Orphans’ Court position is responsible for performing and overseeing the processing of wills, letters of administration, and other legal documents and records concerning trusts and estates, adoptions, fiduciary, and guardianship matters.

SUPERVISION RECEIVED
This position reports directly to the Director of Court Services.
    
SUPERVISION EXERCISED
This position is responsible for supervision over the following classifications: Clerical Technician 3 – Orphans, Deputy Clerk of Orphans Court, Clerical Technician 3 – Register of Wills, and Deputy Register of Wills.

ESSENTIAL DUTIES OF THE POSITION
Plans, assigns, and reviews the work of various positions engaged in receiving, reviewing, and processing various papers required for trust and estate proceedings, probating wills, enabling adoptions, fiduciary concerns, accounting for inheritance taxes and other fees, and other general processing activities.

Oversees and personally determines conformance to required legal form for the preparation and production of documents such as letters of testamentary, short certificates, and petitions.

Prepares documents for hearings relating to the probating of wills, adoptions, guardianships, and related Orphans’ Court issues.

Prepares and distributes certified copies of wills and related legal documents.

Oversees the processing of inheritance tax payments and receipts, maintaining files of tax reports. Prepares daily account balances and bank deposits. Keeps records and prepares reports concerning the financial aspects of work. Receives and performs daily reconciliation for all other fees, commissions, fines, and charges.

Reconciles daily bank deposits and monthly expenditure reports.

Conducts hearings on caveat issues as needed, with assistance from County Solicitor. Must render decisions on such hearings.

Interviews applicants for vacancies in Register of Wills and Orphans’ Court positions. 

Orients and trains new employees.

Provides direction, support, and assistance to staff. Performance management of staff completing typing, processing, accounting, data entry, and other clerical duties. Advises staff on difficult or unusual problems encountered.

Maintains administrative records for office staff including time sheets, leave requests, etc.

Gathers and provides financial information for equipment and supplies for use in budget preparation. Prepares requisitions and purchase orders for supplies.

Provides information regarding laws, requirements, and procedures governing the probating of wills, inheritance taxes, and other aspects of the Register of Wills office. Assists with finding information and/or completion of proper forms.

Responds to inquiries from the public and attorneys via telephone or written response. 

Addresses citizen group meetings regarding wills, inheritance, and similar topics.

Develops and submits monthly, quarterly, annual, and other reports as needed to the State and other County offices.

Oversees the activities of contracted personnel engaged in specialized record keeping and records maintenance work. Provides information and assistance for development of recommendations concerning long-term records storage methods and alternatives.

Identifies need for, and recommends implementation of, internal process and systems. 

Completes special projects and assignments, as directed.

*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 – An Associate’s Degree in Public Administration, Criminal Justice, or a closely related field. (NOTE: full-time work experience as indicated below may be substituted for the education requirement on a year-for-year basis); AND

At least five (5) years of full-time professional work experience in a court, government administration, legal, or related business setting with at least two (2) years of supervisory experience preferred.

KNOWLEDGE, SKILLS, AND ABILITIES  
Thorough knowledge of the goals, objectives, principles, and practices commonly employed in the probating of wills, trusts and estate proceedings, adoptions, inheritance taxes, and related legal documents.

Knowledge of general State and local laws, requirements, and procedures governing the recording and safekeeping of wills, trusts and estate proceedings, adoptions, inheritance taxes, and related legal documents.

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

Ability to accurately enter data into established programs, and produce draft and final copy.

Ability to learn specific laws, regulations, and requirements governing County operations in probating wills, trusts and estate proceedings, adoptions, inheritance taxes, and related legal processes.

Ability to plan, assign, and review the work of clerical positions.

Ability to establish and maintain effective working relationships with associates and members of the public.

Ability to read, write, speak, understand, and communicate in English to perform the duties of this position.
 
TOOLS AND EQUIPMENT
Telephone, personal computer (including word processing and spreadsheet software), calculator, writing implements, fax machine, copy machine, and paper shredder.

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-five (25) 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 moderately quiet.

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: EXEMPT (NOT ELIGIBLE FOR OVERTIME)
DESIGNATION: CAREER SERVICE
PAY GRADE: CS/GR27
UNION STATUS: NON-UNION

Updated July 2023