SECRETARIAL SUPPORT II

SECRETARIAL SUPPORT II-DISTRICT COURTS

2012

ESSENTIAL FUNCTIONS

GENERAL DEFINITION

Performs a variety of job tasks for effective operation and support of the magisterial district court at a decentralized court facility under the supervision of the District Court Operations Manager and the Magisterial District Judge. A person in this position will be responsible for processing Civil, Landlord/Tenant, Criminal, Traffic, and Non-Traffic cases per PA Rules of Court, Local rules and procedures, and AOPC procedures. In addition, this position requires receipting payments, preparing bank deposits, applying internal control procedures, and preparing various financial reports. A position in this class provides a variety of services in direct support of the manager and assists in developing and implementing new or changed procedures, workflow or similar processing methods and techniques. In addition, work may include oversight of other clerical positions. This position has a higher level of responsibility than other similar positions. The person in this position must maintain knowledge of and be able to perform the functions of the District Court Operations Manager as directed and in his/her absence.

TYPICAL EXAMPLES OF WORK:

- Processes electronic filings/enters citations, complaints and all other filings in the MDJS Computer System for Traffic, Non-traffic, Court Criminal, Civil, Landlord/Tenant, and Miscellaneous cases. Once entered, prepares the appropriate files. At the direction of the magisterial district judge, schedules trials, hearings and continuances. Enters case dispositions and/or judgments in the MDJS computer system as directed by the magisterial district judge. Prepares and handles the mailing of all notices as required by the Rules of Court.

- Files all cases docketed in the magisterial district court according to the AOPC Procedures Manual and local procedure. Takes appropriate procedural actions and maintains files on all cases docketed in the magisterial district court according to the PA Rules of Court, local rules and procedures and the AOPC Procedures Manual.

- Receipts and applies payments received daily and appropriately prepares bank deposits. Maintains accurate accounting records according to AOPC Procedures Manual and established local policies/procedures

- Processes paperwork for Night/On-call shifts as required.

- Assist District Court Operations Manager with essential functions required to continue daily operations of the District Court including, but not limited to, maintaining inventory and ordering supplies, entering payroll, coordinating court coverage, performing daily, weekly and monthly financial functions, monitoring case management reports, and additional tasks as required to ensure the efficient and effective operation of the District Court.

- Performs general secretarial duties such as letter writing and correspondence, as directed by the Magisterial District Judge. Reviews incoming mail and responds as directed by the magisterial district judge.

- Interacts effectively with the public, personnel and clients of the system.

- Learns and complies with the internal control procedures as established.

- Adheres to standards of conduct and decorum of the court.

- Other duties as may be assigned.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

Maintain a professional working relationship with all District Court stakeholders including, but not limited to, public, co-workers, other departments/county employees, attorneys, police, etc.

Knowledge of PA Rules of Court, Local Rules and Procedures and AOPC Policies and Procedures.

Knowledge of Traffic, Non-Traffic, Civil, Landlord/Tenant, and Court Criminal case processing.

Ability to effectively communicate information to internal and external stakeholders.

Experience in computer applications required to complete job responsibilities including but not limited to MDJS, LCARS, Microsoft Word, Outlook, and various video conferencing formats.

Must have ability to travel to various locations to provide clerical support and/or attend required training.

ACCEPTABLE TRAINING AND EXPERIENCE:

Highschool diploma or equivalent.

Experience in District Courts or similar experience that provides comparative knowledge and ability to perform required job responsibilities.