Estate Administration Specialist II - County of Orange

THE OPPORTUNITY:
The Estate Administration Specialist (EAS) II will provide clerical and investigative support functions to Deputy Public Guardian and case management support staff in managing decedent estates. The EAS II will also liaison with County Counsel attorneys and other legal staff members to ensure that all documents prepared for Court are reviewed for appropriate content. The duties of the EAS II include, but are not limited to the following:

• Assisting Deputy Public Guardians in the investigation of his/her cases and performing tasks necessary for the proper and efficient administration of their cases, which includes assisting the property manager and staff with clerical functions critical to the disposition of assets.
• Preparing case specific documents to be submitted to County Counsel that are necessary to move Public Guardian cases expeditiously through the Lanterman-Petris-Short and Probate process and to meet meeting statutory deadlines to avoid court citations and surcharges.
• Submitting benefit applications on behalf of clients (SSA/SSI, Medi-Cal)
• Preparing legal documents and correspondence.
• Supporting Public Guardian Deputies with legal, procedural, and administrative details.
• Establishing and maintaining estate files.
• Recording information on spreadsheets and software systems.
• Informing deputies of deadlines.
• Receiving telephone calls and answering questions in the absence of professional staff.
• Assisting with case management on active and terminated cases, including scanning case documents.
• Driving a personal vehicle for work related activities (mileage reimbursement available).
• Performing various administrative tasks as assigned.

DESIRABLE QUALIFICATIONS
The ideal candidate will possess at least one (1) years of experience in a public assistance, benefits, financial, medical, real estate or legal field. 

In addition, the ideal candidate will possess the abilities, and/or knowledge in the following core competencies:
 
 Professional & Technical Expertise 

• Knowledge of filing systems
• Knowledge of forms and documents pertaining to estate administration
• Knowledge of application for assistance programs (e.g., Social Security, Medi-Cal, Medicare, 5510 form, Veteran's Benefits)
• Working experience and knowledge of financial, medical, real estate, or legal terminology.
• Working experience and knowledge of the public assistance field. 
• Working experience and knowledge of probate practices and procedures.
• Knowledge of codes governing conservatorship and estate administration.
• Advanced proficiency in Microsoft Office Programs (e.g., Excel, Outlook and Word).

Critical Thinking | Decision Making & Analytical Skills

• Interpreting and applying general rules and regulations pertaining to complex benefit issues.
• Effectively identifying issues and appropriate solutions and seeking input from management when necessary.

• Strong critical thinking and problem-solving skills.
• Excellent planning and time management and client-facing skills.
• High level of personal integrity with the ability to professionally handle confidential matters and apply an appropriate level of judgement.

Oral Communication | Informing | Listening

• Interacting with a variety of internal and external stakeholders in a professional and courteous manner.
• Greeting clients and referring them to appropriate staff.
• Handling difficult phone calls, conversations, and interviews effectively with tact, professionalism, and diplomacy.
• Listening effectively and clarifying information as needed.
• Maintaining confidential information.

MINIMUM QUALIFICATIONS
Click here for a complete classification description and minimum qualifications, including Physical and Mental Requirements and Environmental and Working Conditions, for Estate Administration Specialist II.
 
RECRUITMENT PROCESS
Human Resource Services (HRS) will screen all application materials to identify qualified applicants. After screening, qualified applicants will be referred to the next step in the recruitment process. All applicants will be notified via email of their status in the process.
 
Application Screening (Refer/Non-Refer)
Applications and supplemental responses will be screened for qualifications that are highly desirable and most needed to successfully perform the duties of this job. Only those applicants that meet the qualifications as listed in the job bulletin will be referred to the next step.
 
Online Assessment (Weighted 100%)
Applicants whose experience and education appear to best meet the needs of the department will be invited to participate in an online multiple choice examination. Only the applicants who receive the highest score on the assessment will be referred to the eligible list. 
 
Based on the Department's needs, the selection procedures listed above may be modified. All candidates will be notified of any changes in the selection procedure.
 
Eligible List
Once the assessment has been completed, HRS will establish an eligible list of candidates. Candidates placed on the eligible list may be referred to a selection interview to be considered for present and future vacancies.
 
Veterans Employment Preference
The County is committed to providing a mechanism to give preferential consideration in the employment process to veterans and their eligible spouses and will provide eligible participants the opportunity to receive interviews in the selection process for employment and paid internship openings. Please click here(Download PDF reader) to review the policy.