SUMMARY: This position, under the direction of the Realty Program Manager, and the direct supervision of the Supervisory Probate Specialist, is responsible for the Probate and Estate Services function of the Realty Department. This position reports the deaths of deceased, restricted landowners to the Bureau of Indian Affairs (BIA), and initiates Federal Indian Probate. The primary function of this position is to gather information and documentation, and to prepare a complete probate case for submission to the BIA and to the Office of Hearings and Appeals (OHA) for the determination of heirs. This is a career ladder position with a level I and level II. Level I is an introductory/trainee position with limited independence; and level II includes additional responsibilities and increased independence.

PERFORMANCE RESPONSIBILITIES: include the following. Other duties may be assigned.

Probate Clerk

  • Maintains strict confidentiality of the department and clientele.
  • Receives one-on-one technical direction from the Supervisory Probate Specialist or designee.
  • Possesses basic knowledge and skills or the ability to learn and apply the Code of Federal Regulations (CFRs) related to the Probate of Federally restricted lands.
  • Opens new probate files, maintains records, responds to requests for search of Last Will & Testaments from other agencies, and provides assistance.
  • Tracks and verifies notices of death in the region. Upon receiving reports of death, completes thorough records research to determine restricted land ownership, and prepares Death Report Worksheets for submission to the Bureau of Indian Affairs (BIA) to initiate Federal Indian Probate Cases.
  • Assists in the preparation of required forms and instruments required for probating estates.
  • Obtains legal documents through various agencies as needed.
  • Obtains certificates through the State of Alaska Bureau of Vital Statistics office.
  • Prepares and electronically records documents at the Department of Natural Resources Recorder’s Office.
  • Posts Notices of Initial Hearing on behalf of the Office of Hearings and Appeals.
  • Assists the Probate Specialists in routine probate cases.
  • Provides routine reports in a timely manner and ad hoc reports upon request.
  • Travels in and out of the region as required.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Demonstrated dependable work attendance record. Must possess strong written, oral, organizational, analytical, and computer skills. The individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Bilingual Yup’ik/English preferred.

EDUCATION AND EXPERIENCE: Probate Clerk: High school diploma or GED is required. Three (3) years of general clerical or secretarial experience is preferred. Proven ability to compile reports and prepare business correspondence. Proven ability to read and apply Code of Federal Regulations (CFRs) related to Probate.

This position is a Grade 3 and has a Salary Range of:  $42,108 – $54,692

Job Posting Expiration Date: March 31, 2023

We hope to have this position filled by date listed above, if no qualified applicant is hired, we may advertise an additional 30 days.