PT Support Staff - Family Court

Posting number: 04706

Department: Court Administration

Division: Court Administration

Job classification: SSS V - PT Court Administration

Posting type: Open

Categories: Office and Administrative Support

Summary

The SSS V provides advanced administrative support and clerical duties to the department, participates in department wide cross-training and rotation of duties within each division.  This person must have excellent organization, computer and customer service skills.

A criminal background check is required.

Examples of 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

• 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.

 

Preferred Skills, Knowledge & Experience:

• 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);