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GUARDIAN/ESTATE ADMINISTRATOR-UNCLASSIFIED

SUMMARY: Investigates, evaluates and manages the personal and financial affairs of persons or
decedent estates placed under guardianship, conservatorship, or probate estate by the court, for wards
of the Pima County Public Fiduciary Office. This classification is in the unclassified service and is
exempt from the Pima County Merit System Rules.
DUTIES/RESPONSIBILITIES: (Work assignments may vary depending on the department's needs and will be communicated to the applicant or incumbent by the supervisor.)
Intake Administrator:
Responds to referrals from medical, mental health, law enforcement and other community sources;
Screens referrals, collects and documents information, determines basis for further action regarding the necessity for the initiation of guardianship, conservatorship or probate investigation;
Performs primary assessment of potential ward which includes psycho-social history and mental status
or the Saint Louis University Mental Status (SLUMS) evaluation;
Interviews, evaluates and documents a client’s relationship to family and community, to determine if
there is an individual with statutory priority to serve as fiduciary;
Investigates crisis conditions to determine whether emergency circumstances exist to warrant
expedited court intervention;
Obtains medical, psychiatric and psychological information regarding issues bearing on the
competency of potential protected persons;
Works with fiduciary staff to conduct searches, access records and protect assets, and documents all
activity;
Serves as a liaison with law enforcement, social service and financial supports to promote cooperation
and interdisciplinary understanding;
Initiates and maintains reports, records summaries and documents in preparation for potential court
testimony.
Estate Administrator:
Researches and assesses client assets, and makes evaluations regarding cost effectiveness of management and disposition plans, and supervises sale or disposition of real and/or personal property;
Maintains records and prepares financial reports and correspondence;
Participates in writing formal financial plans, including budgets, for court reporting and internal office
purposes;
Attends related continued training, development, and in-serve training;
Maintains security and confidentiality of materials and information and adheres to professional
fiduciary standards.
Guardian Administrator:
Conducts client assessments for social, medical and related services and develops and implements care or management plans;
Maintains network of social and medical services offering cost effective sources;
Maintains confidentiality of all materials and information encountered in performance of duties;
Receives and responds to after-hours telephone calls, text messages and emails from clients and
fiduciary-related professionals;
Applies fiduciary best practices to all decision making.
KNOWLEDGE & SKILLS:
Knowledge of:
· methods, principles and practices of case management, social work, or psychodynamics;
· techniques of conducting patient and client financial/medical assessments, i.e., SLUMS, crisis intervention, quality-of-care and service evaluations;
· basic accounting principles;
· financial/medical issues and needs of aged, disabled and institutionalized persons and care alternatives;
· principles and techniques of effective written and oral communication;
· available community resources, government programs and social service agencies;
· investigation and interviewing techniques;
· methods of property valuation, inventory techniques and terminology related to real estate and insurance;
· principles and practices of counseling and conducting/interpreting psycho-social evaluations;
· rules, regulations, policies and contract provisions governing care facilities and services;
· conservatorship/guardianship statutes, court rules, standards and responsibilities of a fiduciary advocate.
Skill in:
· analyzing, assessing and evaluating financial/medical service provisions and quality of care;
· establishing and maintaining effective working relationships with professional staff, care givers, service providers and community organizations;
· working in a multi-disciplinary team environment;
· communicating effectively orally and in writing;
· analyzing and evaluating financial/medical case history information;
· counseling clients and family members and performing crisis intervention;
· investigating, documenting and writing comprehensive reports and service plans;
· reading, understanding and applying statutes, rules, regulations and policies and serving as an effective fiduciary advocate.
DESIRED QUALIFICATIONS:
Typically a position in this classification will have a Bachelor’s degree from an accredited college or university with a major in social or behavioral science, public or business administration, finance, accounting or a closely related field as defined by the appointing authority and two years of experience providing asset management/distribution, or related social services.
(Additional relevant work experience and/or education from an accredited college or university may be substituted.)
OTHER REQUIREMENTS:
Licenses and Certificates: All positions require current Arizona Supreme Court Fiduciary Certification within 18 months of appointment. All positions require a valid Arizona Class D driver license at the time of application. Failure to obtain/maintain the required licensure/certification shall be grounds for termination.
Special Notice Items: Department of Labor regulation CFR Part 1910.1030 requires notification that some positions within this classification may have a high or moderate risk of blood-borne pathogens.
In accordance with OSHA and Pima County guidelines Tuberculin (TB) screening, Hepatitis B vaccinations and safety training and equipment will be provided.
Physical/Sensory Requirements: Physical and sensory abilities will be determined by position.
This classification specification is intended to indicate the basic nature of positions allocated to the classification and examples of typical duties that may be assigned. It does not imply that all positions within the classification perform all of the duties listed, nor does it necessarily list all possible duties that may be assigned.

Preferred Qualificaitons
Thorough awareness of fiduciary standards and best practices relating to the effective financial management and fiduciary advocacy of Protected Persons placed under Conservatorship by the Court.

Familiarity with the Arizona Supreme Court-mandated Conservatorship Accounting Forms and financial record keeping and reporting requirements for fiduciaries.

Understanding and applying the applicable State Statutes, Court Rules, and internal policies/procedures necessary for maintaining compliance with the timely filing requirements of Court Inventories, Budgets, Annual Accountings, and Final Accountings.

Skills
Maintaining records, preparing reports, documenting all activity, and corresponding effectively with outside parties and financial institutions as necessary to ensure compliance with fiduciary standards of financial management, as well as Court accounting requirements.

Preparation of all Inventories, Budgets, Annual Accountings, Final Accountings, Budget Amendments, and Disposition/Distribution plans required under a Court Conservatorship appointment, as well as the related Petitions, Motions, and Orders necessary to maintain compliance with proper legal notice to the Court, Protected Persons, and Interested Parties.

Ability to investigate and analyze the financial affairs of Protected Persons under the care of the Pima County Public Fiduciary Office, including identifying individual client assets, liabilities, income, and resources, and making evaluations for long-term financial management planning in a manner consistent with the fluctuating care needs and benefit eligibility of those individuals.