MDJ Administrative Assistant I - MDJ Manns

Franklin County, PA; Chambersburg (Franklin County); On-site; USD 32,000 - 45,000; Full time

Job summary

Franklin County, PA seeks a diligent Administrative Assistant I to manage clerical, secretarial, and bookkeeping tasks for the Magisterial District Judge’s Office. You will handle forms, filings, mail, scheduling, and deposits, supporting court operations and county finance records.

The role requires a High School diploma with clerical training and 1-2 years in a legal environment; strong English, organization, and numerical skills are essential.

Qualifications

• High school diploma or equivalent with business/clerical training, including computers and bookkeeping training.
• 1-2 years working experience in the Minor Judiciary, legal environment, or related field preferred.
• Must be able to speak and understand English; strong organizational and bookkeeping skills.

Responsibilities

• Prepares a variety of legal forms and documents including criminal/civil complaints, warrants, subpoenas, bonds, commitments, notices, etc.
• Files and dockets citations, complaints and all actions taken in each case.
• Processes certified mailings of criminal/civil complaints, court orders, etc.; assists with daily incoming and outgoing mail.
• Interviews and screens callers; answers routine telephone inquiries, or directs callers to appropriate individual.
• Maintains monthly calendar, schedules/cancels appointments, summary trials, continuances and other hearings as necessary and closes cases when cleared.
• Collects fines and costs due to the Court and makes appropriate recording, posting and record keeping for same.
• Prepares statistical and other reports as required.
• Enters data in computer; types various forms, reports and correspondence.
• Assists with maintaining up-to-date manuals for department use.
• Assists in ordering office supplies for the Court as needed.
• Interacts with other Magisterial District Courts, State Constables and County offices as necessary.
• Directs visitors to courtroom or other County offices.
• Responsible for preparing and making bank deposits with occasional creation/printing of checks.
• Prepares all weekly, monthly and annual financial reports required by the Pennsylvania Department of Revenue and the Administrative Office of the Pennsylvania Courts.

Skills

Communication skills

Confidentiality

Independence

Computer literacy

Organizational skills

Education

High school diploma or equivalent with business/clerical training

Tools

Computers/Printers

Basic math & bookkeeping

Job description

Are you a motivated, service-driven individual? If so, we need to talk. We are looking for someone to maintain and coordinate all phases of the clerical/secretarial and bookkeeping duties of the Magisterial District Judge’s Office.

We want a self-starter who wants to make a difference and give back to their community. If that is you, contact us today!

Franklin County is a great place to live and work! Nestled between the Blue Ridge and Tuscarora mountains in South Central Pennsylvania but not far from DC, Baltimore and the beaches of the mid-Atlantic, Franklin County is one of the fastest growing counties in the Commonwealth. We want the best people working to serve the 155,000+ residents that call this beautiful area "home."

EDUCATION/TRAINING

High school diploma or equivalent with some business/clerical training, including computers and bookkeeping training.

WORK EXPERIENCE

1-2 years working experience in the Minor Judiciary, legal environment, or related field preferred.

FRANKLIN COUNTY

MAGISTERIAL DISTRICT ADMINISTRATIVE ASSISTANT I

Revised: December 21, 2022

Position Description: Non-Exempt

OVERALL OBJECTIVE OF JOB

To maintain and coordinate all phases of the clerical/secretarial and bookkeeping duties of the Magisterial District Judge’s Office.

ESSENTIAL FUNCTIONS OF JOB

1. Prepares a variety of legal forms and documents including criminal/civil complaints, warrants, subpoenas, bonds, commitments, notices, etc.
2. Files and dockets citations, complaints and all actions taken in each case.
3. Processes certified mailings of criminal/civil complaints, court orders, etc.; assists with daily incoming and outgoing mail.
4. Interviews and screens callers; answers routine telephone inquiries, or directs callers to appropriate individual.
5. Maintains monthly calendar, schedules/cancels appointments, summary trials, continuances and other hearings as necessary and closes cases when cleared.
6. Collects fines and costs due to the Court and makes appropriate recording, posting and record keeping for same.
7. Prepares statistical and other reports as required.
8. Enters data in computer; types various forms, reports and correspondence.
9. Assists with maintaining up-to-date manuals for department use.
10. Assists in ordering office supplies for the Court as needed.
11. Interacts with other Magisterial District Courts, State Constables and County offices as necessary.
12. Directs visitors to courtroom or other County offices.
13. Responsible for preparing and making bank deposits with occasional creation/printing of checks.
14. Prepares all weekly, monthly and annual financial reports required by the Pennsylvania Department of Revenue and the Administrative Office of the Pennsylvania Courts.

OTHER DUTIES OF JOB

1. Attends meetings, seminars, hearings, in-services as required.
2. Performs other job related duties as required.

SUPERVISION RECEIVED

Receives supervision/ instruction from the MDJ Secretary II and the Magisterial District Judge regarding daily work duties.

SUPERVISION GIVEN

None, except in certain offices as delegated by the Magisterial District Judge to assign and oversee other clerical staff members work.

WORKING CONDITIONS

1. Works indoors in adequate work space, lighting and temperatures, but with fluctuations in ventilation.
2. Works with average indoor exposure to noise and stress, but subject to frequent disruptions.
3. Normal indoor exposure to dust/dirt.
4. Periodically encounters irate/angry customer or experiences disruptive behaviors.

PHYSICAL AND MENTAL CONDITIONS

1. Must possess ability to record, convey and present information, explain procedures and follow instructions.
2. Must be able to sit, stand and walk intermittently throughout the work day, with occasional stooping, bending, twisting, reaching, pushing and pulling necessary to carry out work duties.
3. Dexterity requirements range from simple to coordinated movements of fingers/hands; feet/legs; torso necessary to carry out duties of job.
4. Sedentary work, with occasional lifting/carrying of objects with a maximum weight of ten pounds.
5. Must demonstrate emotional stability.
6. Must be able to move frequently throughout the work day.
7. Must be able to pay close attention to details and concentrate on work.

QUALIFICATIONS

1. EDUCATION/TRAINING
   High school diploma or equivalent with some business/clerical training, including computers and bookkeeping training.
2. WORK EXPERIENCE
   1-2 years working experience in the Minor Judiciary, legal environment, or related field preferred.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

1. Must be able to speak and understand the English language in an understandable manner in order to carry out essential work duties.
2. Must possess effective communication and interpersonal skills.
3. Must possess ability to function independently, have flexibility and the ability to work effectively with clients, co-workers and others.
4. Must possess ability to maintain confidentiality in regard to client information and records.
5. Must possess the technical knowledge of operating computers/printers.
6. Must possess some knowledge of legal terminology and the operation and procedures of the civil and criminal court system.
7. Must possess ability to prepare and maintain files and reports.
8. Must possess knowledge and ability to perform general office practices and procedures, including basic math skills, general bookkeeping, and scheduling of appointments.
9. Must possess excellent organizational skills and ability to handle a variety of duties accurately and efficiently.
10. Must possess knowledge and ability to docket and file legal actions appropriately.

• We offer an excellent benefit package including medical, dental, vision, prescription, life insurance, paid time off, tuition reimbursement and a retirement plan! Pay increase upon successful completion of probationary period and academy.

Franklin County is an equal opportunity employer.

If you need assistance completing the online application, please contact Human Resources at 717-261-3150.