Under general supervision, performs responsible and skilled technical, investigative and case management work related to the administration of estates of deceased persons; and does related or other duties as assigned in accordance with Rule 3, Section 3 of the Civil Service Rules.
Within the Public Administrator’s Office, a major division within the Office of the Sheriff-Coroner-Public Administrator, incumbents participate in multiple aspects of estate administration in accordance with established probate laws. Duties include case investigation, asset liquidation/disbursement, and coordination of casework activities with County Counsel, Courts, and other agencies. The II level is the full working level and work is performed at a skilled level and with a high degree of independence, requiring incumbents to have knowledge of investigative methods, legal processes, and case management activities as they relate to probate procedures. Incumbents may supervise subordinate staff as assigned.
1. Performs various casework activities and acts as a case manager; assures that casework is completed as required and that deadlines and legal time limits are met; oversees the accounting and distribution of estate funds and assets; arranges payment of estate liabilities such as bills, funeral expenses or taxes; calculates and charges fees to estates as appropriate.
2. Conducts estate investigations to locate decedent’s heirs and assets; interviews family members, friends and others; performs a physical search of decedent’s residence in order to locate and secure wills, funeral/burial wishes, financial records, debt information and other personal property.
3. Determines and coordinates funeral/burial arrangements as needed when family or pre-need arrangements are not available; arranges payment for such services as appropriate.
4. Contacts banks, stock brokers, insurance companies and other organizations to verify assets and initiate various probate procedures; conducts preliminary title searches.
5. On individual cases, coordinates and participates in the inventory and preliminary appraisal of estate assets, the storage of transportable personal property, the management of real property, and the disposal and disbursement of personal and real property.
6. On individual cases, coordinates and liaisons with Court staff, attorneys, public and probate agencies and individuals concerning estate administration; interviews and advises heirs; attempts to resolve estate administration conflicts to the satisfaction of heirs where possible and to the Courts as required.
7. Prepares case documentation, correspondence and reports; prepares legal forms and related paperwork as necessary; maintains case logs and activity updates; assures safekeeping of case records and files.
8. Helps develop office procedures; stays abreast of current probate legislation; attends meetings and/or training sessions as required; may attend conferences and/or seminars.
9. May supervise subordinate support staff as assigned.
License: Possession of a valid California Driver’s license.
Education: Graduation from an accredited four-year college or university with a Bachelor’s Degree in Business or Public Administration or a related field.
And Either Pattern I
Experience: One year of experience as a Deputy Public Administrator I in San Joaquin County;
Or Pattern II
Experience: Two years of responsible administrative, investigative, financial management or social casework experience in a legal office, bank trust department, social services agency, public administrator’s office, or other organization; with at least one year of experience in probate administration.
Substitution: Additional qualifying experience may be substituted for the above required education on a year-for-year basis.
Basic probate laws, regulations and procedures; basic principles, practices and methods of estate administration, including investigative, financial management and case management procedures; basic record keeping principles and practices; basic tax laws; basic court procedures associated with public administrator work; basic accounting principles and practices; basic principles of human behavior; basic principles and practices of supervision.
Read, understand and interpret complex laws, regulations and other job-related materials; analyze and evaluate personal, legal and financial information; establish and maintain accurate financial and casework records; draw logical conclusions and make appropriate decisions under pressure; elicit personal, financial and other information from a variety of sources; establish and maintain effective working relationships with the public and representatives of other agencies, organizations and professions; maintain records and reports; communicate clearly orally and in writing; supervise subordinate staff.
Mobility – Frequent operation of keyboards, sitting, walking; occasional standing, pushing, pulling, bending, squatting climbing stairs and driving may be required; Lifting – Frequently 5 lbs. or less; occasionally 5-30 lbs.; Vision – Frequent use of good overall corrected vision; frequent reading and close-up work; Dexterity – Frequent writing and repetitive motion; occasional holding, reaching and grasping; Hearing/Talking – Frequent hearing and talking on the telephone and in person; Emotional/Psychological – Frequent public contact, decision making, concentration, and exposure to grief/death; may require occasional overtime, weekend or evening work; Special Conditions -- may involve working in unpleasant physical environments where death has occurred.