Office Support Person VI - Estate Probate Specialist

The Estate Probate Specialist provides professional, client-facing, and administrative support within the Montgomery County Register of Wills Office. This position is responsible for guiding the public through the estate probate process, reviewing and processing required legal documents, ensuring compliance with Pennsylvania probate law, and maintaining accurate official court records. The specialist serves as a key point of contact for attorneys, personal representatives, and county residents seeking information and assistance related to estate administration.

*Position covered by a collective bargaining agreement.

The Probate Clerk must know and apply accordingly the Pa Probate Code. They must direct Attorneys and pro se constituents in the proper filings and procedure to open estates.

• Assist personal representatives, attorneys, and members of the public with initiating and completing probate filings.
• Conduct online and in-person probate interviews with executors and administrators tasked with managing an estate
• Review petitions, wills, death certificates, and other documents for completeness and statutory compliance.
• Prepare and issue legal documents such as short certificates, letters testamentary, and letters of administration.
• Guide individuals through procedural requirements while maintaining neutrality and avoiding legal advice.
• Provide clear, courteous, and accurate information regarding probate procedures, fees, timelines, and required documentation.
• Support walk-in clients, and high-volume phone and email inquiries.
• Assist individuals who may be unfamiliar with legal processes during emotionally difficult periods.
• Maintain organized electronic and physical estate case files in accordance with Pennsylvania law and county retention policies.
• Enter, update, and verify case information in office systems and databases.
• Process estate inventories, inheritance tax returns, and required filings as submitted.
• Ensure adherence to statutory deadlines, reporting requirements, and confidentiality standards.
• Calculate and collect estate-related fees and costs.
• Issue receipts, reconcile daily transactions, and follow office financial procedures.
• Assist with auditing or verification of estate accounts when required.
• Prepare correspondence, notices, and other official communications.
• Assist with scheduling, appointment management, and office workflow tasks.
• Support deputies and management with special projects, procedural updates, and office initiatives.
• Additional duties as assigned.

Minimum Qualifications

• High school diploma or equivalent; associate’s degree or coursework in legal studies, business, or public administration preferred.
• Experience in probate, legal services, court administration, or related government operations highly desirable.
• Excellent written and verbal communication skills with the ability to explain complex procedures clearly.
• Strong attention to detail and accuracy in reviewing legal documents.
• Demonstrated ability to work with the public with professionalism, patience, and empathy.
• Proficiency with office software, databases, and electronic recordkeeping.

Preferred Qualifications

• Two or more years of experience working in a Register of Wills office, Orphans’ Court division, estate law firm, or related legal/probate environment.
• Familiarity with Pennsylvania probate law, inheritance tax procedures, and Montgomery County Register of Wills processes.
• Experience reviewing legal documents such as wills, petitions, affidavits, and inventories.
• Proficiency with court case-management systems (e.g., Contexte or similar platforms).
• Training or certification in legal studies, paralegal studies, public administration, or an equivalent field.
• Notary Public commission or ability to obtain one within six months of hire.
• Experience working in high-volume public-service environments.
• Experience with financial transactions, fee calculation, or government cash-handling procedures.
• Ability to speak a second language commonly used within Montgomery County communities.

COMPETENCIES & SKILLS

• Knowledge of probate procedures and Pennsylvania Register of Wills operations (or ability to learn quickly).
• Exceptional customer-service orientation.
• Analytical and problem-solving abilities related to document review and procedural compliance.
• Ability to maintain confidentiality and handle sensitive information.
• Team-oriented mindset with the ability to work independently.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function.