Unit Secretary/Probate Court

Montgomery, Alabama
MAMHA - Montgomery County
33,883.00  Hourly
22,268.00  Hourly
Full time
1st Shift





TITLE:                                  Unit Secretary – Probate


CLASSIFICATION:            Administrative Specialist I


SALARY RANGE:              $22,268.00 - $33,883.00


SUPERVISOR:                     Director/CEST Probate Court



This is responsible administrative work involving varied duties concerning the program in which the employee is assigned. Primary assignment is with client records, employee may also be assigned to perform duties in other departments/satellite offices.




Provide front desk coverage.


Greet clients in a courteous and professional manner, providing them any assistance needed.


Oversee the clients' signature on the sign-in log for appointments and verify insurance and address changes.


Assign new case numbers and put together records for new clients and readmissions.


Complete insurance claim forms for services and obtain appropriate signatures on all insurance claim forms.


Complete all receipts from clinicians' directive memos.


Use Front Desk to make client appointments and to enter rescheduled appointments.


Enter client profiles in the AVATAR system.


Prepare a copy of scheduled appointments for appropriate staff.


Prepare intake packets for daily appointments.


Pull charts for appointments for the following day.


Prepare records requests on inactive clients for next day appointments.




Unit Secretary –Probate


Deliver charts to appropriate units and collect charts at the end of each work day.


Pull charts during the day as needed.


Maintain charts for correctness and completeness including recording appointments and filing notes and correspondence in charts.


Prepare and handle all outgoing correspondence for mail such as, disability requests and other agencies' requests for designated programs.


Perform inactive Administrative Reviews on cases being closed from designated programs.


Perform review on open cases every six months if applicable.


Assist with correction of chart deficiencies noted in administrative/clinical reviews.


Screen calls and take messages.


Balance money and receipts at the beginning of each business day.


Type as needed.


Distribute mail to assigned staff.


Provide secretarial coverage for satellites when needed.


Work evening clinic as scheduled.


Prepare billing forms for doctors.


Perform other related duties as requested by supervisor.




Working knowledge of office practices.


Ability to work independently or with a group.


Familiarity with principles and practices of medical records.






Unit Secretary –Probate

Excellent interpersonal skills and ability to communicate in a courteous manner with all persons, both personally and in writing.


Ability to relate well to the public, in person or on the telephone, in a pleasant manner.


Basic computer skills including some word processing/basic typing skills.





Graduation or its equivalent from high school, including or supplemented by courses in secretarial business practices, typing, computer and office equipment.


Must hold and maintain a driver’s license valid in Alabama. Must have and maintain a driving record that is acceptable to the Authority’s insurance carrier. Must maintain liability coverage on personal vehicles.









Revised August 2016