Administrative Assistant- Prothonotary

Department: Prothonotary

Sub-Department: N/A

Pay Grade: 103

FLSA Status: Non-Exempt

Employment Status: Full Time

Reports to: First Deputy, Second Deputy

Supervises: N/A

Job Summary:

Provide specialized administrative and clerical support, ensuring an efficient flow of civil cases from initiation through disposition.

Essential Job Functions:

• Accept and prepare specialized civil court documents as required by Pennsylvania civil procedure and local rules.
• Assists attorneys, litigants, and customers at the counter or on the phone with a wide variety of legal tasks.
• Answers telephone and takes messages or transfers calls to proper individuals.
• Compiles trail lists based upon information provided by attorneys or pro se litigants.
• Prepares and processes required civil court documents and forms as required.
• Participates in selection of jurors, and delivery of verdict in open court during each civil trial term.
• Opens, processes, and tracks a vast assortment of mailed documents within 48 hours of receipt.
• Processes and tracks Pennsylvania Department of Revenue filings and other secured transactions while maintaining consistent open communication.
• Prepares and processes appeals to higher courts, exemplified records, subpoenas, divorce decrees, transfer cases and writs with complete accuracy.
• Executes United States passport applications and mails to passport office following all guidelines and procedures as established by the Department of State.
• Maintains accurate files or other confidential department documents as requested and as necessary.
• Verifies all requirements have been met prior to forwarding divorce documents to the Court Administrator's office for disbursement to the assigned Judge.
• Accepts judgments and appeals on Magisterial District Judge dispositions, to include processing necessary funds and supersedeas as allowed by law.
• Processes Protection from Abuse, Sexual Violence Protection, and Protection from Intimidation petitions and Orders with exceptional attention to detail; works closely with various agencies and law enforcement offices. Ensures all documents are entered accurately into the Protection from Abuse Database and submitted to Pennsylvania State Police.
• Actively participates in all required department meetings monthly.
• Ability to effectively interact with Court of Common Pleas Judges, their staff, and all other County employees.

Minimum Requirements to Perform the Work:

Education:

• High School diploma or equivalent.
• Operating knowledge of Microsoft Office suites
• Strong customer service skills.

Work Experience:

• 2-3 years working experience in office environment, county government or court system or any acceptable combination of equivalent training and/or experience.