Deputy Clerk I - Probate Court

JOB
The Deputy Clerk I position works under supervision to provide exceptional customer service and record keeping for individuals who have business to conduct with the Montgomery County Probate Court. This position reports to the Supervisor of the Clerk’s Office.

EXAMPLE OF DUTIES
Customer Service & Document AssistanceAssist customers at the counter or by phone, reviewing documents for completeness and accuracy.Collect fees and costs, issue receipts, and post payments in the system with 100% accuracy.Answer customer inquiries regarding filings, procedures, and fees professionally and promptly.Case Filing & DocketingEnter case information accurately into the case management system using correct docket codes.Issue notices, generate requested documents, and maintain organized case files in accordance with departmental standards.Ensure filings are processed within same-day or next-business-day timeframes.Service ProcessingPrepare and coordinate service for summonses, subpoenas, notices, and other legal documents.Review eFiled and incoming documents to verify fees, waivers, or required information.Arrange service using standard procedures (mail, certified mail, process server, sheriff) and update status in the system.Process returns of service and Final Appealable Orders promptly.Mail & Document HandlingOpen, date-stamp, and distribute incoming mail to appropriate staff daily.Prepare case files for incoming documents and ensure all supporting materials are complete.Scan documents into the case management system accurately and perform quality checks.Records ManagementMaintain accurate physical case files, including filing, retrieving, and purging closed records according to retention schedules.Prepare electronic records for customer requests and ensure correct organization.Conduct quality assurance checks to identify recording errors, correct issues, and notify the Clerk Supervisor of recurring problems.Legal Document ReviewExamine a variety of legal documents for correctness, sufficiency of information, and compliance with Court Rules, policies, and procedures.Flag incomplete or incorrect documents and assist in resolving discrepancies.Team Support & Department OperationsAssist colleagues during high-volume periods or staffing shortages.Participate in cross-training and departmental projects as needed.Assist in preparing standard and ad hoc reports while ensuring data accuracy.Other Duties as AssignedAdapt to changing departmental needs, special projects, or assignments directed by the Clerk Supervisor or Judge.

SUPPLEMENTAL INFORMATION
Background Check InformationCandidates being offered a position or promotion, as required, must pass a criminal background check.