Probate/Guardianship Court Coordinator

The Probate/Guardianship Coordinator is responsible for assisting the Probate Auditor in reviewing, coordinating, auditing, and monitoring probate, guardianship, trust, and related court filings to ensure compliance with statutory requirements, court policies, and judicial directives. This position serves as a liaison between the court, attorneys, fiduciaries, guardians, personal representatives, and the public, while managing case flow, docket preparation, compliance tracking, and hearing scheduling for probate and guardianship matters.

• Probate and Guardianship Case Review - Review and process filings related to Guardianship applications (permanent and temporary); Successor guardian appointments; Guardianship transfers; Attorney Ad Litem (AAL) and Guardian Ad Litem (GAL) appointments; Decedent estates (dependent and independent administrations); Probate of wills; Heirship proceedings; Temporary administrations; Ancillary probate matters; Trust matters, including Trust Code Chapter 1301 proceedings; Small Estate Affidavits; Applications to open safe deposit boxes; Bills of Review; Claims against estates
• Fiduciary and Bond Review - Review fiduciary bonds and surety bonds for compliance; Review applications to increase or reduce bond amounts; Monitor bond sufficiency throughout estate and guardianship administration; Review oaths, qualifications, and personal representative documentation
• Inventory and Accounting Review - Review and audit Inventories and appraisements; Affidavits in Lieu of Inventory; Objections to inventories; Guardianship and Estate Annual accounts; Final accounts; Trust inventories and accountings; Ensure all filings comply with statutory deadlines and court requirements
• Financial and Property Matters - Review and process applications, motions, and reports concerning Sale     of real property; Sale of personal property; Reports of Sale; Decrees Confirming Sale; Expenditures; Reimbursements; Compensation and commission; Allowances; Ratifications; Attorney fees; Guardian compensation; Administrator compensation; Trustee and appointee commissions
• Guardianship Administration - Review guardianship applications and supporting documentation; Review capacity assessments, physician certificates, and medical evaluations; Conduct annual reviews of active guardianships; Monitor compliance with guardianship reporting requirements; Review guardianship transfers and successor appointments; Coordinate guardianship docket preparation; Monitor all contested and uncontested guardianship matter.
• Probate Administration - Review and monitor Probate of wills; Heirship proceedings; Independent and dependent administrations; Notices to beneficiaries; Personal representative information sheets; Applications to close and discharge estates; Successor executor and administrator appointments; Compliance with all statutory filing requirements
• Court Docket Management and Scheduling - Coordinate and schedule Uncontested probate dockets; Heirship dockets; Administration dockets; Guardianship dockets; Submission dockets; Ancillary dockets; Scheduling conferences; Status conferences; Special hearings; Trial settings; Show Cause hearings; Dismissal for Want of Prosecution (DWOP) settings; Prepare court dockets and case materials for judicial review and hearings.
• Compliance Monitoring - Manage compliance dockets for probate and guardianship cases; Track required filings and statutory deadlines; Monitor overdue inventories, annual accounts, annual reports, and other required filings; Process motions for extensions of time; Prepare notices and compliance reports; Coordinate show cause proceedings when necessary
• Emergency and Special Proceedings - Review filings and coordinate matters involving Temporary Restraining Orders (TROs); Temporary Injunctions; Temporary Guardianships; Temporary Administrations; Emergency relief requests; Safekeeping Agreements
• Customer Service and Communication - Serve as a point of contact for attorneys, fiduciaries, guardians, and the public; Respond to phone calls, emails, and inquiries regarding case status and court procedures; Provide information concerning court policies, filing requirements, hearing dates, and signed orders; Coordinate distribution and routing of filings and correspondence; Manage queue distribution and workflow assignments
• Additional Responsibilities - Review death certificates and supporting documents; Process motions to withdraw, substitute, transfer, or nonsuit cases; Review notices required by statute, including beneficiary notices; Assist with implementation of court procedures and operational improvements; Perform other duties as assigned by the Court

• Thorough knowledge of probate, guardianship, trust, and estate administration procedures
• Knowledge of applicable state statutes, court rules, and local procedures
• Ability to analyze legal and financial documents for compliance
• Strong organizational and case management skills
• Ability to manage multiple deadlines and priorities simultaneously
• Excellent written and verbal communication skills 
• Ability to maintain confidentiality and exercise sound judgment
• Proficiency with court case management systems and standard office software

• Associate’s degree or higher in Paralegal Studies, Criminal Justice, Public Administration, Business Administration, or a related field preferred.
• Three (3) to five (5) years of experience in probate, guardianship, legal administration, court operations, or related legal support work.
• Equivalent combination of education and experience may be considered.
• Texas probate or guardianship court experience preferred.

Physical Demands and Work Environment
Work is performed primarily in an office or court environment requiring frequent interaction with attorneys, fiduciaries, court personnel, and the public. The position requires attention to detail, the ability to manage high-volume caseloads, and adherence to strict deadlines.