SSS V - PT Court Administration

Summary

Essential Duties

• Provide administrative support to Family Court Administration, with a main focus in Dependency;
• Receptionist duties (handle all incoming phone calls and visitors at the public counter, make outgoing/return calls, direct calls);
• Cross-train in each division in all Family Court duties;
• Schedule custody conferences, parenting classes and mediators.
• Daily contact with attorneys and pro se regarding orders, complaints, stipulations, rule returnables, support and divorce pleadings.
• File and docket notices and pleadings at the Prothonotary.
• Maintain a daily log of custody orders received from conciliation conferences and after they are signed and returned by a judge.
• Ensure files are sent to the correct Orphans’ Court judge for signature.
• Assist the Assistant Family Court Administrator docket and distribute Protection from Abuse Orders.
• Maintain and update manuals that include detailed procedures for all tasks;
• Adhere to and maintain the record retention for all divisions;
• Attend and participate in training seminars and continuing education;
• Typing and data entry (prepare and distribute lists, transcription, maintain statistical data, proofreading), maintain databases, logs and spreadsheets;
• Clerical duties (fax, copy, print, etc.), filing (pull files, re-filing, maintain records) and meeting minutes;
• Distribute incoming mail, file/pick up/drop off mail and documents to Judges and other departments;
• Maintain supplies and supply/storage/office rooms and equipment;
• Prepare, verify accuracy and track Judges’ trial lists;
• Produce and mail accurate and timely notices of hearings, trials and attachment letters;
• Schedule various miscellaneous matters for attorneys and pro se litigants;
• Assign hearing rooms and maintain the Outlook calendars;
• Perform special projects, as assigned;
• Perform other duties, tasks and office functions, as determined (e.g. attend conferences/trainings/meetings, facilitate meetings, new procedures, etc.);

Qualifications/Preferred Skills, Knowledge & Experience

• High School Diploma or General Education Degree (GED);
• Minimum of two years general office experience and customer service experience;
• This is a highly visible position requiring strong professionalism;
• Must be able to remain courteous and maintain composure under stressful situations;
• Ability to deal professionally with all types of personalities;
• Ability to accurately handle and process payments of checks and money;
• Intermediate to advanced skills in in various software packages (see list below);
• Excellent verbal and written communication skills;
• Strong interpersonal skills and ability to maintain confidentiality at all times;
• Proficiency in grammar and spelling;
• Ability to calculate intermediate mathematical formulas;
• Ability to work, operate and function as a successful team;
• Ability to establish priorities and carry tasks to completion, work independently and proceed with objectives without supervision;
• Ability to handle and resolve recurring problems;
• Accurate, detail-oriented and ability to multi-task;
• Excellent time management and organizational skills;
• Flexibility and ability to adapt to change with a positive disposition;
• Ability to interface effectively and tactfully with all levels of County management;
• Ability to work extended hours, as required.

• Associate’s degree from an accredited college or university with courses in Office Administration, or equivalent combination of education and experience;
• Strong typing skills (minimum 55 wpm);
• Ability to use and maintain office equipment (and trouble-shoot malfunctions);
• Strong knowledge of Court and County policies and procedures and general understanding of human resource guidelines.

Additional Information

• Intermediate to advanced Microsoft Outlook skills;
• Intermediate to advanced skills in Microsoft Office, including but not limited to: Word, Excel, Access, PowerPoint;
• Ability to learn and proficiently operate PeopleSoft;
• Ability to us the Internet for research purposes and research the docket for information in response to inquiries;
• Ability to learn and proficiently operate independently in all court management systems, including but not limited to: CourtView, Common Pleas Court Management System (CPCMS), Family Court Check-In system