Legal Secretary II District Justice 3-4

POSITION:* Legal Secretary II*

Full-Time, 80 hours/pay

DEPARTMENT: Venango County District Judge Patrick Lowrey’s Office

Seneca, PA

PAY GRADE: NON-EXEMPT HOURLY THREE

$12.5155-18.7982/hr

OVERALL OBJECTIVE OF JOB

Performs specialized secretarial functions in Central Court and District Judge office(s) in a timely manner to assure efficient and accurate operations of the department, which includes the use of discretion, independence and judgment.

ESSENTIAL FUNCTIONS OF JOB

1. Assists the Central Court Coordinator at the preliminary hearing stage of criminal proceedings.

2. Follows the direction of the District Judges for computer entry of disposition of cases within this court.

3. Sorts and distributes case documentation to be used at the Common Pleas level by the Clerk of Courts and District Attorney in a timely manner.

4. Processes guilty pleas at the District Judge level, assessing fines, costs, and restitution, preparing orders for probation/parole and alternative programs.

5. Assists police officers, private defense attorneys, Public Defenders and District Attorneys with processing cases during Central Court.

6. Coordinates scheduling cases with District Judge staff, Public Defender’s office, defense attorneys and police departments.

7. Communicates with Public Defender and District Attorney staff as to assignments of attorneys to criminal cases.

8. Schedules continuances of hearing and notifies all parties involved.

9. Answers phone calls and routine inquiries or directs calls to appropriate individuals.

10. Prepares lists of preliminary hearings and continually updates these lists with defense attorneys and District Attorneys assigned to the case as well as any continuances.

11. Establishes and maintains criminal case files.

12. Provides case tracking dates for each case.

13. Types reports of Central Court proceedings and distributes to appropriate agencies.

14. Prepares, maintains or processes a variety of legal forms and documents, including criminal/civil complaints, warrants, subpoenas, bonds, commitments, notices, fingerprint orders, and other documentation as needed.

15. Makes photocopies, send/receives fax documents as necessary; operates other office equipment as needed, filing as needed.

16. Opens, screens and distributes mail appropriately; processes certified mailings of criminal/civil complaints, court orders, etc.

17. Interacts extensively with police departments, attorneys and general public.

18. Supplies media with copies of docket transcripts and answers inquiries while maintaining a standard of confidentiality.

19. Performs duties of Central Court Coordinator in her absence.

20. Schedules appointments and maintains monthly calendar in District Judge office.

21. Collects fines and costs due and makes appropriate recording, posting, and record keeping for same in District Judge office. Writes checks and makes bank deposits as required.

22. Enters data in computer; types various forms, reports, and correspondence.

23. Schedules summary trials, continuances, and other hearings as necessary and closes cases when cleared for District Judge office.

SUPERVISION RECEIVED

• Receives instruction and supervision from the Central Court Coordinator in regard to daily work duties while in Central Court.
• Receives training and work assignments from the Administrative Assistant while in the District Judge office(s). Formal supervision is provided by the Magisterial District Judge.

SUPERVISION EXERCISED

None

WORKING CONDITIONS

1. Works with average indoor exposure to noise and stress, but subject to frequent disruptions.

2. Normal exposure to indoor dust/dirt.

PHYSICAL AND MENTAL CONDITIONS

1. Must possess hearing, seeing, speaking and reasoning senses necessary to carry out job duties.

2. Must be able to sit for long periods during the workday with frequent standing, walking and occasional bending, twisting, stooping, reaching and grasping necessary to carry out essential job duties.

3. Dexterity requirements range from simple to coordinated movements of fingers/hands to simple movements of feet/legs/torso necessary to carry out job duties.

4. Light work, with occasional lifting/carrying of objects with weights of 20 to 30 pounds.

5. Must be able to cope with the physical and mental stress of the position.

6. Must be able to pay close attention to details and concentrate on work.

QUALIFICATIONS

A. EDUCATION/TRAINING

High school diploma or equivalent plus secretarial and computer training is required.

B. WORK EXPERIENCE

Two to three years’ working experience in a law office, government, or administrative environment; or any acceptable combination of training, education, and/or experience.

• Must not appear on Preclusion Lists as defined by “Pennsylvania’s Medical Assistance Bulletin 99-11-05 Provider Screening of Employees and Contractors for Exclusion from Participating in Federal Healthcare Programs.”
• Must successfully complete pre-employment drug screening.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

1. Must be able to speak and understand the English language and to follow oral and written instructions.

2. Must possess effective oral and written communication skills.

3. Must possess ability to function independently, have flexibility and personal integrity and the ability to work effectively with judicial authorities, co-workers and others.

4. Must possess the ability to maintain confidentiality in regard to case file information and records.

5. Must possess the technical knowledge of operating personal computers.

6. Knowledge of legal terminology is a plus.

7. Knowledge of the operation and procedures of the civil and criminal court systems beneficial.

8. Must possess the ability to take and transcribe legal dictation and type from drafts clearly and accurately and within reasonable speed.

9. Must possess ability to prepare and maintain files and reports.

10. Must possess the ability to compose replies to routine correspondence.

11. Must possess the knowledge and ability to assist in the preparation and assembly of legal documents.

12. Must possess excellent organizational skills and the ability to coordinate several schedules and/or projects with accuracy and efficiency.

ATTENTION APPLICANTS:

All applicants are required to submit a County Application for Employment in order to be considered for this position.

Veterans claiming veterans’ hiring preference must provide a valid DD214 form that clearly displays an honorable or general discharge and dates of service completed.

In compliance with the Americans with Disabilities Act, the Employer will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective employees and incumbents to discuss potential accommodations with the Employer.

DEADLINE TO APPLY: 03/12/2025 at 4:00 p.m.

EOE M/F/D/V **THE COUNTY OF VENANGO IS A DRUG-FREE WORKPLACE.**

Job Type: Full-time

Pay: $12.51 - $18.79 per hour

Expected hours: 37.5 per week

Benefits:

• AD&D insurance
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance
• Wellness program

Schedule:

• 8 hour shift
• Monday to Friday
• No weekends

People with a criminal record are encouraged to apply

Work Location: In person

Salary : $13 - $19