Administrative Assistant - Courts

Starting Compensation:

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Job Description:

JOB SUMMARY

• This is administrative and technical clerical work carrying out supervisory and procedural processes within a magisterial district court office, specifically with regard to Domestic Violence Court.

• Assignments may require data entry or the use of other office equipment with emphasis on the employee’s responsibility for supervising one or more employees within the office and to ensure that all clerical work is being done in accordance with the District Justice Automated Office Clerical Procedures Manual promulgated by the Administrative Office of Pennsylvania Courts.

REPORTING RELATIONSHIPS

• This position reports directly to the Deputy Court Administrator.

ESSENTIAL JOB FUNCTIONS

• Receive and docket domestic violence (DV) complaints as needed; schedule DV hearings in coordination with the DV schedule and list of dates for DV Court; prepare and send written notices of hearing to all parties; account for any funds and process funds and documents pertaining to bail; establish and maintain files and computer records for all cases; update such records and docket sheets with all activity with each case.

• Receive and date stamp all complaints; ensure Magisterial District Judge's signature is on complaint; send copy by certified mail to defendant; assist in the preparation of warrants and notify sheriff and law enforcement officials of issuance; establish and maintain files and computer records for all cases; update same with all activity.

• Receive visitors and callers to the office, answer questions from public, lawyers, representatives from other offices in the Court, the County, the State and related organizations.  Inform the public about general functions and operations of DV Court. Provide information to attorneys and Court officials on particular cases; refer individuals to other officials and offices for further assistance as deemed appropriate.

• Receive, review and process incoming mail; answer correspondence and refer complex and/or misdirected mail to a more appropriate party; prepare or otherwise handle correspondence, memoranda, forms, and similar activity for all DV cases.

• Print the completed docket transcript form in all criminal cases referred to DV Court; prepare summonses and/or warrants, depending on nature of complaint and subsequent processing; notify constable and/or sheriff’s to arrange transport service; determine availability of and coordinate schedules for police officials, private attorneys and case participants; schedule preliminary hearings; print daily schedule; distribute scheduling information to all involved parties.

• Assists the DUI Court Specialist weekly to update files, prepare for DUI Court, assist with court sessions, as well as cover for the DUI Court Specialist in the event of absences.

• Coordinate with the assigned DV Court Magisterial District Judge to arrange for the completion of judicial tasks. Prepare and coordinate the operation of devices using Advanced Communication Technology (e.g. Video conferencing) when necessary.

• Prepare office supply order forms and other forms required by the Court Administration Office.

OTHER SPECIFIC TASKS OR DUTIES

• Attend any job-related training sessions or programs required by the Deputy Court Administrator, Lancaster County Court of Common Pleas or Administrative Office of Pennsylvania Courts.  Performs related work as required.

MINIMUM QUALIFICATIONS

• Education equivalent to high school graduate, including course work in standard business practices;

• Three years of clerical and/or data entry experience in an administrative, governmental, judicial or law enforcement setting;

• Any equivalent combination of education, experience and training that provides the required knowledge skills and ability to perform this job.

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of clerical practices and procedures commonly employed in administrative, governmental, judicial and/or law enforcement offices;

• Thorough knowledge of English usage, grammar, spelling and punctuation as used in governmental or judicial offices;

• Knowledge of the organizational relationships within the court and related organizations.

• Knowledge of the functions, programs and operations of the Magisterial District Judge System;

• Skill in organizing workload, establishing priorities and completing clerical processing requirements;

• Skill in maintaining current, accurate and comprehensive financial books and accounts;

• Skill in establishing and maintaining effective working relationships with the magisterial district judge, subordinates, callers, visitors, attorneys, defendants, complainants, and representatives of other offices;

• Knowledge of operation of copier, fax, computer, computer applications, printers;

• Ability to operate typewriting, copying, computing and other office equipment;

• Ability to communicate effectively with members of the Judiciary, co-workers, representatives of other agencies, and the public; both orally and in writing

• Ability to recognize safety hazards and provide solution to concerns;

• Ability to resolve minor mechanical problems with office equipment, i.e., fax machine, copier, printers, etc.

REQUIRED LICENSES/CERTIFICATIONS/CLEARANCES

• Successful completion of a Background Investigation.

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT

• 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.

• Ability to sit, sometimes for long periods of time.

• Ability to communicate with court and non-court personnel.

• Ability to frequently move from one location to another within the court office with reasonable accommodations.

• Ability to regularly lift and/or move case files or office supplies weighing up to 10 pounds. Occasionally there may be some lifting involving boxes of records and/or office supplies.

• Ability to operate a PC and/or any other general office equipment.

The County of Lancaster offers comprehensive benefits to our employees.  Read more about our benefits here.

Lancaster County Government provides Equal Employment Opportunity for all persons regardless of race, religion, age, sex, national origin, genetic information or disability. The County also observes all applicable laws regarding Veterans status. The County reflects this action in all areas of employment and compensation practices and policies. Employment with the County is based upon the ability to perform the job as well as dependability and reliability once an individual is hired.