Office Support IV - Floater (Berks Magisterial District Judges System)

Berks County PA; Reading (Berks County); On-site; USD 44,000 - 46,000; Full time

Job summary

This District Court position performs secretarial or administrative work for an individual District Judge or for the District Court system. It requires proficiency in case processing, office accounting, typing and data entry, and a solid understanding of laws and procedures governing district courts.

The role demands independent judgment, ability to interact with courts' customers and officials, and effective coordination with multiple agencies.

Qualifications

• High school diploma or GED required.
• At least one course in English grammar, general office practice, typing or keyboarding, office accounting, or three years of clerical experience.
• Equivalent education/experience acceptable.
• Ability to type 47 words per minute with 85% accuracy.

Responsibilities

• Process case processing functions in criminal, civil, landlord/tenant and/or traffic cases.
• Prepare and issue summonses, warrants, licenses suspensions and related documents.
• Maintain the court calendar and generate reports.
• Handle office accounting tasks including fines, deposits, and receipts.
• Coordinate with Clerk of Courts and other agencies.
• Answer visitors and screen telephone calls; provide information.

Skills

Typing 47 wpm

Public interaction

District court clerical functions

Office administration

Education

High school diploma or GED

Office accounting course

Typing/keyboard course

One year clerical experience

Three years advanced clerical experience

Job description

• New Hires Hourly Starting Rate -$24.48


• 35 Hours Per Week

POSITION SUMMARY:

This position performs secretarial or administrative work for an individual District Judge or for the District Court system. Depending on work assignment, must be proficient in various district court clerical functions, including but not limited to case processing procedures, office accounting procedures, typing and data entry. Must have thorough knowledge and understanding of the laws, regulations, policies and procedures that govern the operations of the district courts. Must have thorough knowledge and understating of the statewide District Justice Automated System. Must exercise a considerable amount of independent judgment and be able to interact effectively with the courts’ customers, elected officials, and other agencies. Does related work as required.

POSITION RESPONSIBILITIES:

Essential Functions

1. Depending on work assignment, performs all or some case processing functions in criminal, civil, landlord/tenant and/or traffic cases. Case processing functions include but are not limited to docketing, filing, scheduling, and receiving fines, court costs or filing fees. At the direction of a District Judge, prepares and issues summonses, arrest or search warrants, drivers license suspension notices, orders of execution, orders of possession and other related case documents. Records and makes necessary entries on case documents.


2. Depending on work assignment, performs all or some office accounting functions, including but not limited to entering fines and court cost information into the case dockets, receiving and crediting funds to proper accounts, issuing receipts, preparing daily bank deposits, maintaining and reconciling bank accounts, preparing daily, weekly, and monthly office accounting reports and issuing checks.


3. Depending on work assignment, performs miscellaneous district court functions including but not limited to services for other courts, preparation of marriage license applications, preparation of marriage certificates and other related functions.


4. Organizes and maintains the court calendar.


5. Assembles a variety of court data and generates automated and manual tickler, case management and statistical reports for local, state and county agencies.


6. Maintains case files of matters in progress and follows up to ensure that all court functions are completed. Maintains case files of closed matters for specified time periods according to applicable records retention schedules.


7. Maintains district court administrative files and records.


8. Prepares and types correspondence, reports, payroll, reports, vouchers, requisitions and other documents for District Judge or supervisor signature. Reviews and proofreads documents.


9. Coordinates office functions with other departments and agencies including but not limited to Clerk of Courts, Prothonotary, Adult and Juvenile Probation Departments, Controller, Treasurer, prison Society, policies agencies and other related agencies or departments.


10. Waits on counter, receives and screens office visitors. Answers and screens telephone calls. Givers general information in response to public or official inquiries.


11. Receives and resolves or refers citizen complaints.


12. Operates computer display terminal and keyboard, standard office machines and other appliances incidental to district court clerical assignments.


13. Sorts documents for filing. Receives, classifies and routes incoming mail.


14. Orders office supplies and materials.


15. Performs related work as required by District Judge or Court Administration.

Non-Essential Functions

May train and lead other district court office support personnel.

MINIMUM EDUCATION AND EXPERIENCE:

• High school diploma or G.E.D. certification from a recognized issuing agency.


• At least one course at or above high school level in each of the following: English grammar, general office practice, typing or keyboarding, office accounting and one (1) year of general clerical experience, OR


• Three (3) years of advanced clerical experience involving typing, data entry, bookkeeping or accounting.


• Any equivalent combination of education and experience which provides the required knowledge, skills, and abilities.

MINIMUM KNOWLEDGE, SKILLS AND ABILITIES:

• Ability to learn and understand district court clerical functions, including but not limited to case processing and office accounting procedures.


• Ability to learn and understand the laws, regulations, policies and procedures that govern the operations of district courts.


• Ability to learn and use the statewide District Justice Automation system.


• Knowledge of general office practices and business English.


• Ability to interact effectively with the public and governmental officials.


• Ability to maintain cooperative working relationships with those contacted in the performance of duties, including all other employees.


• Ability to type at a rate of 47 words per minute with 85% accuracy.


• Ability to understand and carry out oral and written directions.


• Ability to communicate effectively both orally and in writing.


• Ability to handle stress.


• Physical presence in the office is required.

PHYSICAL DEMANDS:

Work involves walking, talking, hearing, using hands to handle, feel objects, tools, or controls, and reaching with hands and arms. Vision abilities required by this job include close vision and the ability to adjust focus. The employee must occasionally lift and/or move up to 10 pounds a distance of fifteen (15) feet or less.

WORKING ENVIRONMENT:

Normal cubicles and individual office environment. Work is primarily performed during regular business hours; however, occasional evening or weekend work may be required based on the department’s needs. Travel within the assigned service area may be required. The position may require working in moderately noisy to loud environments, including cubicles and communal workspaces, and participating in frequent collaborative team meetings. The work environment may include a fast-paced setting with frequent interruptions, changing priorities, and interactions with employees, the public, and other stakeholders.

This position description serves as a guideline for communicating the essential functions and other information about the position to the applicant/employee. It is not intended to create a binding employment contract nor cover every detail of the position and may be changed where appropriate.