Deputy Public Administrator

JOB SUMMARY:

This position performs complex and high-level administrative, legal, and case management duties associated with guardianship, conservatorship, decedent estates, and trusts. Serving as a deputy per §473.770 RSMo, the incumbent assists the Public Administrator in all official fiduciary duties. As the primary point of contact for wards, families, and collaborating agencies, the Deputy Public Administrator triages urgent needs and streamlines workflow. This role requires a high degree of discretion and independence of action, operating within established legal methods and probate procedures.

PRINCIPAL ACOUNTABILITIES:

Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills, and other characteristics. This list of tasks is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by incumbents of this class.

Case Management & Advocacy

Responsible for a primary caseload of approximately 70–75 wards/clients.

Acts as the primary liaison for wards, families, and caregivers. Manages all personal and telephone contact regarding treatment plans, diagnosis, and behavior management.

Coordinates with doctors, hospitals, and agencies regarding medical treatment. Exercises authoritative decision-making for surgeries and life/death matters under the direction of the Public Administrator.

Attends care plan and interdisciplinary team meetings (in-person and via Zoom) to advocate for the ward’s best interests and ensure treatment goals are met.

Remains responsible for emergency preparation and immediate critical decision-making regarding the health and safety of wards, including after-hours voicemail monitoring.

Financial Administration & Internal Controls

Research and investigate estate assets, income, and expenses to assist the Public Administrator in preparing court inventories.

Performs monthly bank account reconciliations for the client list as part of internal control policies.

Assists in obtaining documentation and preparing Missouri Property Tax Credit claims and monitoring resource-required balances.

Processes ward personal spending requests and learn the accounting check system within the EMS software for necessary payments.

Legal & Court Compliance

Assists in the preparation and filing of Annual Status Reports and various legal documents with the Court.

Utilizes Missouri Case.net for document filing, ensuring strict adherence to current redaction requirements.

Manages the initial intake process for new cases, utilizing checklists and investigative research to secure vital information.

Administrative & Data Management

Maintains real-time documentation in the EMS system, recording all calls, consents, and duties performed.

Manages case file retention and archiving; organizes the shared drive, scans incoming documents, and maintains a structured digital filing system.

Handles general correspondence, mail processing, and office "whiteboard" updates to keep staff informed of ward status for meetings.

Follows oral/written instructions to gain experience in evolving tasks and participate in continual educational training as required.

Collaborative & Shared Responsibilities

Shares responsibility for answering multi-line phones and ensuring all incoming communication is accurately logged into the system.

Performs entries and/or approvals within the Tyler Technologies (ERP) system, adhering strictly to the county’s internal control and auditing policies.

Monitors and maintains the shared office calendar to ensure all appointments, deadlines, and court dates are synchronized.

Manages the department’s general email account and monitors Missouri Case.net for legal notifications; coordinates court filings and hearings with the Department Attorney’s calendar.

Serves as the designated backup timekeeper for the department, ensuring payroll accuracy in the absence of the primary timekeeper.

Coordinates seasonal outreach, including the preparation and mailing of birthday and holiday cards for all clients/wards.

KNOWLEDGE, SKILL, & ABILITIES:

Professional Knowledge

Comprehensive knowledge of federal, state, and county laws regarding the safety, healthcare, and financial security of protected individuals.

Working knowledge of legal terminology, Missouri court processes, and probate procedures.

Knowledge of Lincoln County policies, procedures, and available community resources within the county and surrounding areas.

Understanding of the principles of file maintenance, bookkeeping, and records management.

Technical & Administrative Skills

Exceptional secretarial skills, including a mastery of spelling, grammar, and punctuation for professional correspondence.

Advanced proficiency in Microsoft Office Suite (Word, Outlook), Windows environments, and web-based research.

Willingness and ability to quickly learn specialized software (e.g., EMS), office equipment, and evolving digital practices.

Strong attention to detail with the ability to prioritize a heavy workload, meet strict court deadlines, and manage multiple tasks simultaneously.

Interpersonal & Communication Skills

Skill in establishing and maintaining trust-based, effective relationships with protectees.

Ability to communicate clearly and produce accurate written reports intended for public and court dissemination.

Ability to apply interpersonal skills in sensitive social service interactions with a professional demeanor.

Ability to remain patient, informative, and grounded in high-stress or emotionally charged situations.

Work Standards

Demonstrated history of punctuality and reliable attendance.

High level of self-motivation and the ability to work independently without constant supervision.

PHYSICAL DEMANDS:

Most of the work is performed in a professional office setting and is mostly sedentary. Must be able to read printed materials and a computer screen; and possess hearing and speech to communicate in person and over the telephone, with reasonable accommodation. Position requires CONTINUOUS sitting, upward and downward flexion of neck; fine finger dexterity and light to moderate finger pressure to manipulate keyboard, equipment controls, and other office equipment; pinch grasp to manipulate writing utensils. FREQUENT side-to- side turning of neck, walking, standing, bending, and stooping, pushing/pulling, twisting at waist, moderate wrist torque to twist equipment knobs and dials; lifting objects weighing up to 25 lbs. from below waist to above shoulders and transporting distances up to 50 yards; operating a motor vehicle. OCCASIONAL squatting, kneeling, reaching above and at shoulder height, moderate grasping to manipulate objects; lifting objects weighing 20-35 lbs. from below waist to above shoulders and transporting distances up to 50 feet.

WORK ENVIRONMENT:

This job operates in a professional office environment. Professional attire required. This position routinely uses office equipment such as computers, calculators, multi-line telephones, photocopiers, printers and scanners, binding machines, hand-held recording devices, filing cabinets and fax machines. This position is routinely in contact with the public, other Lincoln County, and State employees, elected officials and members of other entities. Due to the subject matter of the position, the employee may be subject to stressful situations.

EXPERIENCE & EDUCATION:

Minimum Qualifications

An Associate’s Degree in Social Work, Human Services, Paralegal Studies, Accounting, or a closely related field. (A High School Diploma/GED with significant, directly related experience may be considered).

At least three (3) years of professional experience in social services, legal/probate administration, or fiduciary financial management.

Must possess a valid Driver’s License and maintain a clean driving record (as travel to ward facilities may be required).

Must be able to pass a rigorous background check and be eligible for bonding as required by state law.

Preferred Qualifications

A Bachelor’s Degree in Social Work, Public Administration, or Criminal Justice.

Prior experience working within a Missouri County government office or the Missouri Court system.

Prior experience with Missouri Case.net, Tyler Technologies, or EMS (Public Administrator Software).

Experience working with individuals with mental health diagnoses, developmental disabilities, or the elderly in a professional advocacy capacity.

DISCLAIMER:

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.