Job Description
Overview The Probate & Minors Accounts Clerk plays a critical role in the administration of probate matters and the management of minors’ financial accounts within the Surrogate’s Court. This position combines technical probate processing, fiduciary account oversight, compliance responsibilities, and direct customer service. The Clerk is responsible for ensuring accuracy, timeliness, and adherence to statutory and court requirements while supporting families, attorneys, and internal operations. Responsibilities Probate Administration Process probate matters including wills, administrations, and related filings Assist attorneys and families through probate procedures with professionalism and accuracy Ensure compliance with applicable statutes and court policies Participate in probate rotation as needed, with priority focus on minors and guardianship matters Minors’ Accounts Management (Core Function) Administer and manage approximately 485 minors’ accounts totaling $16.5 million Open new minors’ accounts and coordinate with attorneys and financial institutions Process account transactions, including deposits, releases, and closures Monitor compliance with court orders and statutory requirements Coordinate with the Superior Court on partial withdrawals, petitions, and account closeouts Proactively track friendly hearing outcomes and follow up with attorneys to ensure timely deposits Serve as the primary point of contact for all minors’ account inquiries Guardianship Support Provide backup support for incapacitated guardianship matters during staff absences Assist with case processing, documentation, and customer inquiries as needed Financial Oversight & Compliance Support auditing and review processes for minors’ accounts Assist with revenue tracking and financial reporting related to account activity (Pending confirmation) Participate in account reconciliation in coordination with the accounting team Ensure all financial activities meet compliance and audit standards Customer Service & Front Desk Support (Transitional Duties) Confirm daily appointments and maintain scheduling accuracy Provide front desk coverage during designated periods, including lunch coverage and staff absences Deliver professional, compassionate service to the public during high-stress situations Key Competencies: Strong attention to detail and accuracy Ability to manage high-volume, high-responsibility financial accounts Excellent time management and prioritization skills Strong customer service and communication skills Ability to navigate sensitive family and legal matters with empathy and professionalism High level of integrity and confidentiality Flexibility as responsibilities may evolve based on operational needs and staffing adjustments. Qualifications: Education High school diploma required Some college or coursework in legal studies, business, or public administration is a plus Relevant Experience Experience in probate, legal, financial, or court-related work preferred, but not required Familiarity with estate administration, guardianships, or minors’ accounts is a strong plus Technical & Administrative Skills Strong data entry and record-keeping accuracy Ability to manage case files, financial records, and documentation Proficiency in Microsoft Office (especially Word/Excel) and case management systems Knowledge Base Basic understanding of probate procedures, wills, and estate processing preferred Familiarity with handling minors’ funds/accounts or court-ordered financial tracking preferred Ability to follow statutory guidelines and court rules Communication Skills Clear, professional interaction with the public, attorneys, and families Ability to explain procedures with patience and clarity Organizational Strength Detail-oriented with strong follow-through Ability to handle high-volume caseloads and meet deadlines Professional Qualities Discretion and confidentiality (handling sensitive financial/family matters) Customer-service mindset with empathy for individuals in difficult situati