Deputy Prothonotary 1 - Supreme - Western District Filing Office

Administrative Office of Pennsylvania Courts; Pittsburgh (Allegheny County); On-site; USD 92,000 - 111,000; Full time

Benefits offered by this job

Excellent judiciary benefits

13 paid holidays

Judiciary retirement plans

Student loan forgiveness plan

Job summary

The Administrative Office of Pennsylvania Courts seeks a Deputy Prothonotary to supervise clerical staff and oversee the Western District Filing Office in Pittsburgh, PA. You will coordinate workflow, review filings for compliance with state appellate rules, and work with the Prothonotary to ensure smooth office operation.

You will manage case files, respond to inquiries, and assist with memoranda and fee handling, while maintaining knowledge of court rules and policies.

Qualifications

• Graduation from an ABA-accredited law school.
• Juris Doctor and admission to and in active good standing with the Bar of the Supreme Court of Pennsylvania
• Ability to interpret and apply complex rules and procedures
• At least five years of progressively responsible experience in a professional, legal or court setting, including at least one year of supervisory duties.
• Excellent verbal and written communication skills, organizational ability and interpersonal skills, along with an understanding of specialized legal terminology are required.
• This position is based in Pittsburgh, although occasional travel within Pennsylvania may be required.

Responsibilities

• Supervises staff, manages workflow in the office by assigning work to staff, reviews staff work product, answers questions, completes performance evaluations, and oversees the physical office space and courtroom.
• Reviews filings via mail and PACFile for compliance with the Pennsylvania Rules of Appellate Procedure.
• Reviews filings thoroughly, drafts appropriate responses, or assigns filings for processing in the office in accordance with internal processes.
• Closely monitors the case flow of the office and takes appropriate action.
• Ensures that staff are advised of any Rule changes adopted by the Court and that all changes are properly applied by staff in daily processes.
• Works with the Prothonotary to ensure that the Western District office is efficiently and properly functioning.
• Maintains an understanding and compliance of the Personnel Policies of the UJS; uniformly applies such to staff.
• Maintains official case files for the Court and manages case documents in accordance with established internal protocols and retention schedules.
• Responds to inquiries from the members of the Court and their staff regarding case filings and documents.
• Consults with the Prothonotary and along with the Prothonotary makes recommendations to the Court on matters affecting the Court's business, including preparation of any required legal memorandum.
• Disposes of certain perfunctory motions as authorized by the Court.
• Responds to inquiries in person and by telephone, and provides information based on knowledge, judgment, and interpretation so as to provide accurate and appropriate information.
• Ensures proper receipt and handling of fees associated with any case filing. May review financial reports and approve invoices and expenditures.
• Oversees the appropriate distribution of court orders and opinions. Along with the Prothonotary and Chief Clerk, prepares and provides certified copies of documents issued by the Court.
• The Western District Deputy will also be responsible for the efficient administration of the Capital docket including PCRA appeals.
• Uses an electronic case management system in performing many of the above functions; works with the Prothonotary, fellow deputies and the chief clerks on consistency issues as well as any problems with the case management system.
• Upon the directive of the Prothonotary exercises the duties of the Prothonotary or another Deputy as his or her designee.

Skills

Verbal and written communication

Organizational skills

Interpersonal skills

Rule interpretation

Education

ABA-accredited law school

Juris Doctor and PA Bar admission

Tools

Case management applications

Microsoft Suite

Job description

The Deputy Prothonotary supervises the work of clerical staff in the Supreme Court's Western District filing office, working closely with the Chief Clerk to oversee the day-to-day operations of the filing office. The Deputy also works closely with the Prothonotary to ensure efficient operation of the Western District office. The Deputy is responsible for the daily monitoring and management of the workflow, performing jurisdictional reviews, ensuring that filings are compliant with the Rules of Appellate Procedure, and answering questions from staff, chambers, the public, and other administrative offices, and performing other duties at the direction of the Prothonotary. The Deputy will also work collaboratively with the Deputy Prothonotaries in both the Middle and Eastern Districts.

Primary Duties

• Supervises staff, manages workflow in the office by assigning work to staff, reviews staff work product, answers questions, completes performance evaluations, and oversees the physical office space and courtroom.
• Reviews filings via mail and PACFile for compliance with the Pennsylvania Rules of Appellate Procedure.
• Reviews filings thoroughly, drafts appropriate responses, or assigns filings for processing in the office in accordance with internal processes.
• Closely monitors the case flow of the office and takes appropriate action.
• Ensures that staff are advised of any Rule changes adopted by the Court and that all changes are properly applied by staff in daily processes.
• Works with the Prothonotary to ensure that the Western District office is efficiently and properly functioning.
• Maintains an understanding and compliance of the Personnel Policies of the UJS; uniformly applies such to staff.
• Maintains official case files for the Court and manages case documents in accordance with established internal protocols and retention schedules.
• Responds to inquiries from the members of the Court and their staff regarding case filings and documents.
• Consults with the Prothonotary and along with the Prothonotary makes recommendations to the Court on matters affecting the Court's business, including preparation of any required legal memorandum.
• Disposes of certain perfunctory motions as authorized by the Court.
• Responds to inquiries in person and by telephone, and provides information based on knowledge, judgment, and interpretation so as to provide accurate and appropriate information.
• Ensures proper receipt and handling of fees associated with any case filing. May review financial reports and approve invoices and expenditures.
• Oversees the appropriate distribution of court orders and opinions. Along with the Prothonotary and Chief Clerk, prepares and provides certified copies of documents issued by the Court.
• The Western District Deputy will also be responsible for the efficient administration of the Capital docket including PCRA appeals.
• Uses an electronic case management system in performing many of the above functions; works with the Prothonotary, fellow deputies and the chief clerks on consistency issues as well as any problems with the case management system.
• Upon the directive of the Prothonotary exercises the duties of the Prothonotary or another Deputy as his or her designee.

Minimum Qualifications

• Graduation from an ABA-accredited law school.
• Juris Doctor and admission to and in active good standing with the Bar of the Supreme Court of Pennsylvania
• Ability to interpret and apply complex rules and procedures
• At least five years of progressively responsible experience in a professional, legal or court setting, including at least one year of supervisory duties.
• Excellent verbal and written communication skills, organizational ability and interpersonal skills, along with an understanding of specialized legal terminology are required.
• This position is based in Pittsburgh, although occasional travel within Pennsylvania may be required.

Additional Qualifications/Preferences

• Satisfactory criminal background check required.
• Extensive knowledge of the Unified Judicial System of the Commonwealth.
• Knowledge of the Pennsylvania Rules of Court, with special emphasis on the Rules of Appellate Procedure.
• Knowledge of judicial procedures, legal documents, practices, and terminology.
• Experience with the use of case management applications or other computer applications. Knowledge of Microsoft Suite is preferred.
• The ability to analyze legal documents and instruments for compliance with the rules.
• The ability to maintain a high level of integrity in the performance of job duties.

Job Highlights

• 35 hours per week
• Excellent Judiciary benefits program including comprehensive, low-cost medical, dental, vision, and prescription plans for employees and eligible family members beginning on the first day of employment
• 13 paid holidays and accrued paid time off
• Salary increases, student loan forgiveness plan, employee assistance programs, and Judiciary retirement plans

Salary information

Salary Information

Starting Salary: $91,890 - $110,594

Starting salary will vary depending upon the qualifications and employment history of the selected candidate.

Location: Pittsburgh, PA

Department: Western District Filing Office