Deputy Clerk IV - Probate Clerk for the Clerk of the Circuit Court

Department: Clerk of the Circuit Court
Reports to: Clerk of Court
Hiring Range: $48,547 – $60,694 (commensurate with experience)

Position Summary:

The Fluvanna County Clerk of the Circuit Court is recruiting for a Deputy Clerk IV – Probate Clerk to represent the County in day-to-day Circuit Court Clerk’s Office operations with a primary focus on complex probate matters (Wills, Trusts, Fiduciaries, and related proceedings). This position performs a quasi-judicial function for probate matters as assigned to the Clerk of Court by the Code of Virginia, provides instruction and supervision on probate processes, and may supervise other employees.

What You’ll Do (Key Responsibilities):

• Serve as the office’s lead resource for probate, trusts, fiduciary, guardianship, and conservatorship matters, including staying current on legislative updates.
• Determine jurisdiction and whether matters may be filed/probated in Fluvanna County in accordance with law.
• Review domestic/foreign Wills and codicils for validity and compliance; require strict adherence to legal requirements and prepare rejection documentation when necessary.
• Collect required information and forms; prepare and explain probate-related documents (e.g., Real Estate Affidavits, Small Estate Affidavits, Affidavits of Notice, and related filings).
• Qualify fiduciaries/personal representatives (executors, administrators, trustees, guardians, conservators, etc.); assess suitability and competence; prepare certificates and letters of qualification/testamentary/administration.
• Prepare probate tax documentation; calculate and collect probate taxes and fees; determine bond requirements and explain responsibilities to fiduciaries.
• Maintain and distribute official records (indexing/scanning to appropriate record books); apply Library of Virginia retention standards and assist with authorized destruction when needed.
• Coordinate closely with the Commissioner of Accounts (lists, reports, summons, notices to show cause, inventories/settlements review, amended tax returns when required).
• Perform end-of-day financial reconciliation and maintain related records.
• Provide front-line service to the public: handle walk-ins and calls, assist with research requests, and deliver clear explanations regarding probate and Clerk’s Office processes.
• Support broader Clerk’s Office functions as needed (e-recordings/land records/plats; marriage licenses; concealed handgun permits; passports; Notary Public oaths; land records research).
• Train and supervise staff on preliminary probate matters and office procedures; model exemplary customer service.

Required Knowledge, Skills, and Abilities:

• Strong working knowledge of applicable laws, ordinances, and Clerk’s Office procedures, including land recordation requirements.
• Ability to collect, evaluate, and interpret complex information; explain laws/procedures in a clear, public-facing way.
• Strong communication skills (oral/written), professionalism, discretion, and sound judgment—especially in sensitive situations.
• Ability to prioritize, plan, meet deadlines, and maintain accuracy in a fast-paced, high-stress environment.
• Ability to supervise/instruct others and maintain effective working relationships with the public, courts, public agencies, and external partners.
• Ability to read cursive and assist the public with historic records.
• Proficiency using standard office equipment and job-related software.

Minimum Qualifications:

Any combination of education and/or experience equivalent to:

• Graduation from an accredited college/university with a degree in paralegal studies, court administration, public relations, or a closely related field, or
• 3–5 years of experience in probate/estates or legal work requiring professional-level interpretation of laws.
• Advanced proficiency in Microsoft Office.
• Willingness to enroll/attend courses related to Circuit Court Clerk operations, obtain necessary certifications, and participate in continuing legal education.

Working Conditions & Physical Requirements:

• Ability to occasionally lift/push/pull/hold/carry up to 25 pounds.
• Frequent standing/sitting; occasional walking over flat and uneven terrain.
• Local travel for bank business, meetings, and/or presentations; some travel for training/education.
• Clear speech/hearing and visual acuity required for public interaction and accurate review/processing of records and computer data.

Post-Offer / Pre-Employment Requirements:

Criminal background check

How to Apply:

Apply through the Fluvanna County internal career site. Please attach an updated resume and include any relevant experience related to probate/estates, legal document preparation, court/Clerk operations, and supervisory work.

Fluvanna County is an Equal Opportunity Employer.