Probate Register - Legal, Clerical, Administrative Assistant

The Probate Register provides organizational, technical, and public relations work as custodian of the records, and processes and maintains the dockets, files and records under the jurisdiction of the Probate Court (wills, administration of estates, trusts and guardianships, adoptions, name changes).  This position certifies court documents pertaining to the Superior Court.  Work is performed with considerable latitude for the exercise of independent judgment and initiative and is reviewed either through monthly or quarterly statistical reports and under the supervision of the Court Operations Manager.

The ideal candidate will bring a high level of professionalism and confidentiality. Exceptional administrative/ clerical skills, the ability to keep accurate records, and to provide accurate information is critical. It is a fast-paced and challenging environment that requires teamwork, flexibility, and strong communication skills. Experience in customer-facing roles with a focus on positive, empathetic, and professional attitude is preferred.

Minimum Requirements: 

• High School graduation or equivalent
• Two years of clerical, secretarial or data entry experience; preference will be given to candidates with prior experience in a legal setting working as a paralegal/ legal assistant with mastery of office technology.
• College training may be substituted for the work experience on a year for year basis.

Summary of Duties:

• Assures that probate matters before the Court are handled in a timely manner.
• Provides technical and procedural information to attorneys, fiduciaries, and the general public, including interested parties, either by phone, in person, or by correspondence.
• Schedules formal and informal hearings and conferences and determines what type of proceeding is needed.
• Maintains official case files for each proceeding to include all documents received, all pertinent dates, all decrees and/or licenses issued, and any other chronological information required.
• Conducts preliminary research in Vermont Statutes prior to presenting the issue to the Judge.
• Provides petitioners with appropriate forms, collects appropriate fees, and reviews all pertinent documents for accuracy and thoroughness.
• Assist in preparing accurate accounting of money paid into the Court.
• Assist in gathering and preparing statistics for division reporting.
• Processes birth, marriage, and death record corrections and establishments, marriage time waivers, and marriage authorizations in addition to responsibilities under the primary jurisdictional matters.
• Register and/or staff issues appointments of executors, administrators, guardians, and trustees.
• Follows up on open cases to assure timely filing and compliance with statutes and Probate procedures.  Prepares a variety of documents, including orders, licenses to sell, decrees, etc. for the Judge's signature.
• Assists the general public in genealogical searches.

Total Compensation: The State of Vermont’s total compensation package features an outstanding set of employee benefits that are worth about 30% of your total compensation, including:

• 80% State paid medical premium
• Dental Plan at no cost for employees and their families
• Flexible Spending healthcare and childcare reimbursement accounts
• Two ways to save for your retirement: A State defined benefit pension plan and a deferred compensation 457(b) plan
• Work/Life balance: 12 paid holidays each year and a generous leave plan; many jobs also allow for a flexible schedule
• Low-cost group life insurance
• Tuition Reimbursement
• Incentive-based Wellness Program
• Qualified Employer for Public Service Student Loan Forgiveness Program

This is a full-time, permanent opportunity in Burlington, Vermont. Starting salary is $20.40 per hour with full State of Vermont employee benefits. The Probate Register is a non-exempt Judicial Branch position equivalent to pay grade 19. Scheduled hours of work generally conform to public court hours, but assignments may extend beyond those hours. Occasional travel to other courts within the State of Vermont may be required. Travel will be reimbursed according to State policies. This position will be eligible for longevity increases in accordance with the State step pay plan and annual cost of living increases as enacted by the Vermont State Legislature. Job Code # 24036

The State of Vermont celebrates diversity and is committed to providing an environment of mutual respect and meaningful inclusion that represents a variety of backgrounds, perspectives, and skills in all state government positions. The Judicial Branch is committed to a policy of equal employment opportunity, and the recruitment process is designed to treat all applicants equitably.