Office Support Person VI - Civil Processing

Montgomery County (PA); Norristown (Montgomery County); On-site; USD 21,000 - 30,000; Full time

Job summary

Montgomery County PA is seeking an Office Support Specialist to perform daily office tasks including recording, organizing, and processing documents. This role requires maintaining confidentiality and providing courteous, professional service to attorneys, paralegals, and clients.

The position involves processing under Pennsylvania rules, utilizing department tracking software, coordinating with Civil Deputies and the Solicitor, and guiding new team members through the civil process.

Qualifications

• Experience performing office support tasks, filing, record keeping, and document processing.
• Experience handling confidential information with discretion and professionalism.
• Proficiency with Microsoft Office and data entry with accuracy.
• Ability to greet clients, communicate clearly, and handle inquiries.

Responsibilities

• Process documents, timely and accurately, according to established rules.
• Record transactions using department tracking system software.
• Greet clients at counter and assist with processing services.
• Maintain organized workflow and assist attorneys, paralegals, and clients as needed.

Skills

Office support

Microsoft Office

Data entry

Confidentiality

Customer service

Training mentor

Education

High School Diploma

Tools

Tracking software

Job description

This person will contribute to a positive work environment. Individual performs daily office support services, which include recording, organizing, and processing documents.

*Position covered by a collective bargaining agreement.

• Process documents, timely and accurately, according to the Pennsylvania Rules of Civil Procedure.
• Knowledge of rules 2958.3 and 2973.3 pertaining to confession of judgment.
• Record all transactions using department tracking system software.
• Greet clients at counter and assist with all processing services.
• Comply with confidentiality guidelines when processing services such as levy’s, personal property , property claims, writ of seizures, complaint of ejectments, garnishments, writ of possession, posting orders.
• Must be proactive with day to day processing and keep the work flow organized and up-to-date.
• Responsible for investigating and resolving discrepancies on a case by case basis.
• Fostering relationships with attorneys, paralegals, and clients by guiding them through the process without providing legal advice.
• Assist attorneys, paralegals, and clients with questions and resolve issues in a friendly and professional manner.
• Working closely with Civil Deputies and Sergeants to ensure paperwork is properly served.
• Working closely with Solicitor to resolve legal challenges.
• Ability to work calmly and productively under pressure.
• Guide new team members through all aspects of the civil process and provide mentorship.
• Create and or update existing procedures on an as needed basis.

Other duties as assigned

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Computer literate; proficient with Microsoft Office; excellent data entry skills.
• Accurate and detailed oriented.
• Well organized, detailed oriented and accurate with the ability to meet deadlines.
• Work effectively in a fast paced environment both independently and as part of a team.
• Apply analytical skills to resolve problems.
• Willingness to act as a trainer & mentor to newly hired team members.
• Maintain the level of Subject Matter Expert in respective field.
• Good inter-personal, oral and written communication skills.
• Organization skills and time management.
• Pleasant and professional demeanor.
• Minimum High School Diploma; some college, post education or previous office experience a plus.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand; walk; sit; and talk and hear. The employee is occasionally required to use hands to finger, handle or feel objects, tools or controls; reach with hands or arms; and stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision and depth perception.