COURT SPECIALIST II - PROBATE COURT

Posting number: PC211188

Department: Probate Courts

Job classification: Court Specialist II

Posting type: Open

Categories: Administration, Clerical & Data Entry, Court Administration, Business, Communications, Community and Social Services

The Court Specialist III provides exceptional customer service and administrative support to the Probate Court 

Estate Division by assisting attorneys and members of the public in person, by telephone, and through virtual

communication. This position performs a variety of customer service, records management, financial

processing, and case support functions while ensuring compliance with applicable laws, court rules, and

established procedures. The incumbent exercises professionalism, discretion, accuracy, and compassion

when assisting individuals with sensitive probate matters.

OPEN UNTIL FILLED – APPLICATION REVIEW BEGINS IMMEDIATELY

ESSENTIAL FUNCTIONS: (Order of Essential Functions does not indicate importance of functions.)

• Greets attorneys, court personnel, and members of the public in a professional, courteous, and compassionate manner.
• Answers and directs incoming telephone calls, emails, and virtual inquiries while providing accurate information regarding Probate Court processes and procedures.
• Receives, reviews, and processes legal documents related to estate administration for completeness and compliance with applicable laws, court rules, and filing requirements.
• Files, indexes, scans, and maintains court records in accordance with established records management procedures.
• Enters, updates, and maintains case information accurately within the Court's case management system.
• Collects, receipts, balances, and processes court fees and payments received by cash, check, and credit card in accordance with established financial procedures.
• Assists attorneys, personal representatives, beneficiaries, and members of the public by explaining court procedures while refraining from providing legal advice.
• Researches court records and responds to correspondence and requests for information in a timely and professional manner.
• Maintains confidentiality of court records and sensitive information while exercising sound judgment and discretion.
• Operates standard office equipment and technology, including personal computers, court software applications, Zoom, scanners, copiers, printers, fax machines, and electronic filing systems.
• Prioritizes workload and completes assignments accurately while meeting statutory and court-imposed deadlines.
• Applies the South Carolina Code of Laws, South Carolina Rules of Civil Procedure, Court Administration policies, and South Carolina Supreme Court directives in the performance of assigned duties.
• Collaborates with judges, court staff, attorneys, and external agencies to ensure efficient court operations and exceptional customer service.
• Resolves routine customer service issues and escalates complex matters to appropriate personnel when necessary.
• Performs other duties or assumes other responsibilities as apparent or assigned.

QUALIFICATIONS:

• High School Diploma or GED supplemented with minimum of two (2) years or more of experience in a Law Office. Associates Degree in a related field or Paralegal preferred.
• Prior customer service experience required.
• Must have general knowledge of Probate and proper procedures for filing an estate.
• Must have thorough knowledge of and adhere to the South Carolina Code of Laws, Rules of Civil Procedure, Court Administration; as well as the South Carolina Supreme Court. 
• Must possess a valid SC Driver’s license (or obtain within three (3) months of hire) and meet the requirements of the County’s motor vehicle policy.

PHYSICAL REQUIREMENTS:

• Able to function productively in a standard office environment, accessing cabinets, shelving, work areas and office equipment.
• Able to lift, carry, push, and pull up to twenty-five (25) pounds occasionally.
• Able to sit or stand for long periods of time and to maintain focus on work assignment(s).
• Able to effectively communicate orally (in person and over the telephone) and in writing (electronically and handwritten) in English.

WORKING CONDITIONS:

• Climate controlled office with hazards typical to that environment.
• Standard work hours would be Monday – Friday between the hours of 8:30 AM – 5:00 PM as determined by the supervisor.
• May be designated to report to work during hazardous weather and other emergency conditions.
• All employees of Charleston County Government must reside in South Carolina. 

SUCCESS FACTORS:

• Display strong analytical skills.
• Take action in solving problems while exhibiting judgment and a systematic approach to decision making; identify the important dimensions of a problem, determine potential causes, obtain relevant information, and specify alternate solutions that result in effectiveness.        
• Safeguard confidential information and use it or disclose it only as expressly authorized or specifically required while performing specific job duties.
• Demonstrate sound time-management skills by effectively or efficiently organizing, prioritizing, and completing multiple assignments on or before the designated deadline.   
• Keep immediate supervisor and designated others fully and accurately informed concerning work progress, including present and potential work problems and suggestions for new or improved ways of addressing such problems.
• Communicate and coordinate regularly with others to maximize the effectiveness and efficiency of interdepartmental operations and activities.
• Consistently abide by established policies and procedures for routine problems.  Embrace technology, paperless processes, and various system enhancements.
• Attend and actively participate in administrative, department, and team meetings as scheduled. Attend administrative, department, and team meetings as scheduled.
• Seek and participate in opportunities for continuing education and professional growth.
• Embrace County and Department standards for customer service, accuracy, quality, efficiency and all County and Department policies and procedures ensuring that all work performed meets those standards.