Office Support II; Counter Intake Clerk - Prothonotary Department

Position: Office Support II (Counter Intake Clerk - Prothonotary Department)
Job Description

• New Hires Starting Rate -$22.09
• 35 Hours Per Week

POSITION SUMMARY

This position is responsible for the intake, time stamping, filing, processing, imaging, and research of all legal documents filed with the Court of Common Pleas, Civil Division. Performs a variety of typing and other clerical duties. Responsible for the processing of legal documents that require the exercise of judgment and the knowledge of the application of prescribed procedures. This position involves some independent judgment, but most of the work is completed under close or general supervision.

Frequent contact with the public, attorneys, Judges and their staff, title searchers, and other County departments. Employees in this position are sworn in as a deputy, which allows them to complete the process on behalf of the Prothonotary.

POSITION RESPONSIBILITIES:

Essential Functions

Checks, analyzes, and verifies information contained on incoming documents for accuracy prior to time stamping or electronic acceptance and processing. May make some independent procedural decisions but should seek support as needed if documents are not correct and notify the filer.

Receives payment and issues receipts for documents, services, and requests requiring payment of a fee.

Prepares, types, processes, issues, and certifies various standard civil legal forms according to the PA Rules of Civil Procedure.

Analyzes documents in order to correctly compose a docket entry to accurately record the nature of the filing on the official docket. Must be able to understand if the document requires other actions to be taken with regard to the file and docket.

Calculates interest and costs on judgments and executions being entered and recorded against a party in a case. If the filing contains errors, the filer is responsible for addressing them.

Assists the public with the process of searching Prothonotary records, and researches and answers inquiries related to docket entries and case dispositions as allowed by Court Order, and assists with more specific information requests.

Answers phones and furnishes information to the public regarding matters pending before the Court, as well as directs callers to other offices as appropriate.

Retrieves, copies, and/or faxes documents/files maintained in the Prothonotary's Office for the public, the Courts, and all County Offices, State and Local Police Departments, School Districts, and Prisons, as needed.

Operates and maintains the basics of various office equipment, including PCs, laser printers, copiers, scanners, imagers, time stamp machines, and cash registers.

Prepares all files for storage and maintains computer records for tracking purposes.

Responsible for the intake, docketing, filing, and maintenance of all confidential Mental Health documents (Commitments) received through Service Access Management (SAM).

Receives Passport Applications and verifies the identity of the applicant in accordance with the guidelines of the US Department of State. Responsible for ensuring the application is complete, that the appropriate fees are charged and collected based upon the type of application received, and that all applications are forwarded daily to the US Passport Agency. Must also interact with the US Passport Agency in resolving customer problems and issues.

Non-Essential Functions

Assists with training co-workers as needed.

Tracks and locates documents throughout the office before processing has been completed, as requested.

Assembles a variety of data from office records for incorporation into various Prothonotary reports. Said data/reports may be maintained for audit purposes, court administration needs, and judicial requests.

Indexes records and information and makes simple postings to various department records.

Responsible for receiving, sorting, and distributing incoming mail to the various areas of the office for delegation based upon assigned duties.

MINIMUM EDUCATION AND EXPERIENCE;

• High school diploma or possession of a valid G.E.D. certificate.
• Minimum of one (1) year of experience in general typing and office practices. Legal experience and/or school preferred.
• Any equivalent combination of experience…