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Public Administrator Assistant

Recruitment #2017-11501-01

Salary:$26.32 - $32.00/hour; $4,562.71 - $5,546.18/month
Department:Health and Human Services
Job Type: Open
Date Opened:9/29/2017 11:30:00 AM
Filing Deadline:10/16/2017 5:00:00 PM
Employment Type: Permanent/Full Time (40 hrs/week)
Permanent/Part Time (less than 40 hrs/week)
Temporary/Extra Help
Work Location: Auburn Area (Applegate, Auburn, Colfax, Foresthill, Meadow Vista, Penryn)
HR Analyst: Lori Janssen

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DEFINITION

To provide responsible administrative and technical support for program operations by coordinating, planning, administering, reviewing, and investigating cases referred for deceased persons estate administration which come under the legal jurisdiction of the Public Administrator, including locating, inventorying, and liquidating assets, making funeral arrangements, and preparing reports and probated documents.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from supervisory or management staff of assigned work unit/department and may receive technical and functional supervision from professional staff.

May exercise technical and functional supervision over assigned clerical staff.

EXAMPLES OF ESSENTIAL DUTIES

Duties may include, but are not limited to, the following:

  • Conduct estate investigations to locate heirs and relatives, and all estate assets, including real property, personal property, wills, trusts, and financial accounts through on-site searches, correspondence, and interviews.
  • Interview, advise, and confer with heirs, relatives, attorneys, title companies, banks, appraisers, accountants, and other public agencies to obtain and provide information concerning the administration and probate of estates.
  • Collect monies and other estate assets, including Social Security benefits, Veteransí benefits and life insurance, to pay estate debts and to disburse to heirs.
  • Inventory and obtain preliminary appraisals of all estate assets, facilitate securing estate assets and the storage/safekeeping of all transportable property, and management of real property.
  • Perform and/or assist in the removal and storage of personal and real property; store and maintain property as appropriate in a storage facility, safe, or other appropriate manner.
  • Arrange for disposition of final remains and coordinate funeral services.
  • Complete mandated reports based on researching and compiling information.
  • Prepare legal documents and file court papers and summaries.
  • Prepare correspondence and reports; document, track, and monitor contacts and activities; establish and maintain accurate case files.
  • Review and evaluate pertinent legislation, laws, codes, and administrative regulations to ensure program effectiveness and compliance with the requirements.
  • May train and provide technical supervision to clerical staff.
  • Work closely with outside agencies such as the Sheriff-Coroner, funeral homes, hospitals, nursing homes, attorneys, public agencies, banks, and real estate agents.
  • Build and maintain positive working relationships with co-workers, other County employees and the public using principles of good customer service.
  • Perform related duties as assigned.

MINIMUM QUALIFICATIONS

It is the responsibility of applicants to identify in their application materials how they meet the minimum qualifications listed below.

Experience: Three years of recent work experience in probate of estates, legal guardianship, conservatorship, estate management, or social work.

Or:

Three years of technical experience in estate administration or management, or related investigatory experience involving the investigation of assets in such fields as trusts, probates, insurance, or banking.

Training: Equivalent to completion of an AA degree with major coursework in business or public administration, legal assisting, social services, or a closely related field.

License or Certificate:

  • May need to possess a valid driverís license as required by the position.† Proof of adequate vehicle insurance and medical clearance may also be required.
  • Completion of California Association of Public Administrators/Public Guardians/Public Conservators certification is highly desirable.
  • Designated positions may require eligibility for bonding as required by the State of California.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

  • Laws, regulations, and codes related to probate and estate management.
  • Principals, practices, and methods used in estate management, estate and financial investigations, title searching, real property recording, real and personal property sales, transfers, and appraisal methods and terminology, banking, and other financial procedures.
  • Procedures for locating, securing, and disposing of assets.
  • Investigative interviewing techniques.
  • Basic concepts involved in wills, insurance policies, deeds and contracts.
  • Policies and procedures related to estate accounting.
  • Standard office practices and procedures.

Ability to:

  • On a continuous basis, know and understand all aspects of the job and observe safety rules; intermittently analyze and review work papers, reports and special projects; identify and interpret technical information; identify safety hazards; locate equipment and supplies; observe and problem solve operational and technical policies and procedure; understand and explain Department policies and procedures to families and the general public.
  • On an continuous basis, sit at a desk for long periods of time or while driving; intermittently walk, stand, bend, squat, or kneel while retrieving or returning files, documents and supplies and making copies; walk, stand, bend, squat, kneel, climb, or twist while conducting home/site visits; twist to reach equipment surrounding desk; perform simple grasping and fine manipulation; use telephone and write or use a keyboard to communicate through written means; see and hear with sufficient acuity to observe and assess environment; and lift moderate weight.
  • Perform physical tasks such as moving and lifting objects on an intermittent basis.
  • Read, interpret, explain, and apply laws, regulations, and procedures related to probate and public administration.
  • Analyze complex public administration situations and develop sound recommendations.
  • Administer the estates of decedents, including managing real property and safekeeping personal effects.
  • Conduct investigations and gather information on financial resources, real property and other assets of deceased person, including the location of heirs or other interested parties.
  • Recognize and analyze problems, gather relevant data, establish facts and draw relevant conclusions.
  • Establish and maintain systematic records including business, tax, and inventory records.
  • Read and interpret complex legal documents.
  • Prepare concise written and oral reports, correspondence and documents.
  • Perform more complex legal research and writing; identify more complex legal issues for further study.
  • Organize and prioritize work, meet critical time deadlines and follow up on assignments with minimal supervision.
  • Communicate clearly and concisely, both orally and in writing.
  • Obtain information through interviews; deal courteously and tactfully with the public including any interactions with distraught persons in difficult personal situations.
  • Handle multiple cases and assignments; and work effectively with interruption.
  • Establish and maintain effecting working relationships with those contacted in the course of the work.
  • Work with various cultural and ethnic groups in a tactful and effective manner.
  • Use a personal computer and office equipment necessary for successful job performance.

SELECTION PROCEDURE

Training & Experience Rating (100%)

Based upon responses to the†supplemental questionnaire, the applicantís education, training and experience will be evaluated using a pre-determined formula.† Scores from this evaluation will determine applicant ranking and placement on the eligible list.

All applicants who meet minimum qualifications will be required to respond to an online Conviction History Questionnaire, which will be sent as a link on their notification that minimum qualifications have been met.† Failure to respond to this questionnaire within (3) three calendar days of the minimum qualification notification will result in disqualification from the examination.

CONDITION OF EMPLOYMENT

Prior to the date of hire, applicants must undergo a fingerprint test by the Department of Justice, pass a medical examination, which may include a drug screening and possibly a psychological evaluation, sign a constitutional oath and submit proof of U.S. citizenship or legal right to remain and work in the U.S.† For some positions, applicants may also be required to submit proof of age, undergo a background investigation and/or be bonded.

MODIFIED AGENCY SHOP

All new permanent employees, with the exception of sworn law enforcement and those in management and confidential groups, shall be required to join the employee organization or pay an 'Agency Fee' as a condition of employment.

SUBSTITUTE LISTS

The eligible list(s) resulting from this recruitment may be certified as a substitute list for a substantially similar classification.† For this purpose, a substantially similar classification is one at a lower level in the same classification (example: entry level vs. journey) and/or a similar classification (similar work performed, similar training and experience qualifications required). If you are contacted for an interview by a County department, you will be informed of the classification and other relevant information. If you choose not to interview for a substantially similar classification, you will remain on the eligible list for which you originally applied.

EMPLOYEES OF OTHER PUBLIC AGENCIES

Placer County offers an expedited process for qualifying certain applicants for interviews. Candidates currently employed, or employed within the last year, by a public agency operating under a personnel civil service or merit system may be eligible to be placed on a Public Agency Eligible List and certified as eligible for appointment to a similar job assignment without going through the examination process. For more information on the Public Agency Eligible List, to download forms, or to apply, please visit our website at: http://www.jobaps.com/placer/sup/abfreenames.asp.

EQUAL OPPORTUNITY EMPLOYER

Thank you for your interest in employment with Placer County. Placer County is an equal opportunity employer and is committed to an active nondiscrimination program. It is the stated policy of Placer County that harassment, discrimination and retaliation are prohibited and that all employees, applicants, agents, contractors, and interns/volunteers shall receive equal consideration and treatment. All terms and conditions of employment, including but not limited to recruitment, hiring, transfer and promotion will be based on the qualifications of the individual for the positions being filled regardless of gender (including gender identity and expression), sexual orientation, race, color, ancestry, religion, national origin, physical disability (Including HIV and AIDS), mental disability, medical condition (cancer or genetic characteristics/information), age (40 or over), marital status, military and/or veteran status, sex (including pregnancy, childbirth and related medical conditions), or any other classification protected by federal, state, or local law. Please contact the†Human Resources†Department at least 5 working days before a scheduled examination if you require accommodation in the examination process. Medical disability verification may be required prior to accommodation.

BENEFITS

The following information represents benefits currently available to permanent Placer County employees and may be subject to change.† It is advisable that applicants inquire as to the most current benefit package during hiring interviews or by contacting the†Human Resources†Department.

Click here to view benefits for General bargaining unit

SELECTION PLAN

Tentative Recruitment Schedule

  • 10/18/17: Minimum Qualifications Screening
  • 10/18/17: Conviction Questionnaires Sent Via Email
  • 10/20/17: Conviction Questionnaires Due
  • Week of 10/23/17: Eligible List Established