CLERK

York County, PA; Pennsylvania; On-site; USD 42,000 - 64,000; Full time

Job summary

The Administrative Office of Pennsylvania Courts seeks a skilled clerk to convey policies to the public sector across criminal, civil, motor vehicle matters, and Supreme Court rules at the district court level.

You will manage case creation, receipting payments, set defendant payment plans, schedule hearings, issue subpoenas, and certify dispositions. You will also coordinate transports, reconcile daily transactions, and assist with staff training per AOPC guidelines.

Qualifications

• Adhere to court and county policies and procedures.
• Exercise independent judgment in monitoring and recording dispositions and processing requests.
• Recognize errors in forms/citations and discuss with office manager.
• Deep knowledge of the Administrative Office of Pennsylvania Courts (AOPC) computer system and ability to troubleshoot.
• Assist in training newly hired clerks and cross-training of case types and processes per AOPC/office guidelines.
• Provide procedural information and proper forms to attorneys, self-represented litigants, and the public.
• Receive payments, issue receipts, and reconcile daily transactions for bank deposits.
• Review court filings (traffic, criminal, civil, landlord-tenant) for proper filing venue.
• Perform accounting duties including monthly reports and disbursements to various offices; issue restitution and refunds; issue payments to constables.
• Coordinate and schedule arraignments, hearings, and trials with MDJ, police, DA, public defender, and others; issue notices/subpoenas.
• Understand Pennsylvania Crimes Code, Vehicle Code, Civil/Criminal Procedures, Landlord/Tenant Act as required.
• Interact professionally with the public and multiple agencies via phone/email.
• Prepare aged cases for archives per records retention schedule.
• Attend mandatory AOPC MDJS training sessions.
• All other duties as assigned by the office manager.

Responsibilities

• Impart AOPC policies and procedures to the public sector in criminal, civil, motor vehicle matters and Supreme Court rules.
• Handle case creation and receipting of payments (costs and fines) for district court.
• Set payment plans for defendants and schedule all hearing types.
• Issue subpoenas for service by constables and coordinate prisoner transports.
• Certify case dispositions to the court of common pleas as prescribed by rule.
• Coordinate prisoner transports with constables and/or sheriff’s department.
• Assist with training and cross-training of staff per guidelines.
• Provide information and forms to attorneys and litigants.
• Receive and reconcile payments, receipts, and deposits.
• Review and file incoming court filings to ensure proper venue.
• Perform monthly accounting reports and disburse funds to state, county, and municipal offices.
• Schedule hearings and ensure attendance by all parties.
• Apply relevant Pennsylvania codes and procedures to cases and processes.
• Maintain professional communications with agencies and the public.
• Prepare aged records for archiving and destruction per retention schedule.
• Attend all mandatory MDJS training sessions.

Skills

Policy adherence

Independent judgment

Error recognition

AOPC system knowledge

Staff training

Procedural information

Payments processing

Court filings review

Accounting duties

Hearing coordination

Legal code knowledge

Public communication

Records archiving

Training attendance

Job description

Description

Responsible for imparting the policies and procedures of the Administrative Office of Pennsylvania Courts at the district court level to the public sector in areas of criminal, civil, motor vehicle matters and Pennsylvania Supreme Court rules. Major responsibilities include case creation, receipting cost and fines payments received by the district court office, setting payment plans for defendants, scheduling all hearing types, issuing subpoenas for service by constables, certifying case dispositions to the court of common pleas as prescribed by rule, coordinating prisoner transports by constables and/or the sheriff’s department.

Requirements

• Must adhere to the court and/or county policies and procedures.
• Exercise responsible independent judgment in monitoring and tracking computer printouts, accurately recording dispositions, issuing warrants, issuing subpoenas, issuing hearing notices, processing continuance requests, processing notice of summary conviction appeals, issuing PennDOT suspension orders, complying with court-ordered payment agreements and other documents.
• Ability to recognize possible errors in complaint form/citations, etc. and discuss with the office manager.
• In-depth working knowledge of the Administrative Office of Pennsylvania Courts (AOPC) computer system and ability to troubleshoot same.
• Assist office manager with training newly hired clerks along with continued cross-training of various case types and office processes per AOPC and office guidelines.
• Provide procedural information and proper forms to attorneys, self-represented litigants, and public.
• Receive payments, issue receipts, and maintain proper records of all monies received by mail and or in-person at the counter in MDJS. Reconcile daily transactions for bank deposits.
• Receive and review all court filings including, traffic, non-traffic citations, criminal complaints, landlord tenant and civil cases for filing. Ensure the office receiving the filing has proper venue over the case.
• Accounting duties include processing monthly reports, disbursement of hundreds of thousands of dollars to state, county, and municipal offices; disbursing of restitution and refunds; issuing payments to constables via weekly and monthly checks.
• Coordinate and schedule arraignments, preliminary hearings and summary trials involving the MDJ, police departments, the district attorney, the public defender, private attorneys, and all others involved in a case. Prepare and issue required hearing notices/subpoenas to assure attendance of all parties.
• Understanding of and ability to apply Pennsylvania Crimes Code, Vehicle Code, Civil Procedures, Criminal Procedures, Landlord/Tenant Act as required.
• Interact, correspond, and communicate effectively and professionally with the public and various other agencies via the phone and/or email to include but not limited to: AOPC, police departments, municipal offices, prisons, emergency centers, attorneys’ offices, district attorney’s office, public defender’s office, clerk of courts, prothonotary, sheriff’s office, court administrator’s office, other county offices, adult, and juvenile probation, PennDOT, bail bondsmen and media.
• Prepare aged cases for archives and destruction in compliance with AOPC’s records retention schedule.
• Attend all mandatory AOPC MDJS training sessions.
• All other duties as assigned by the office manager.