Court Clerk

A Court Clerk is responsible for acquiring, preparing, completing, executing, and distributing all Court files and documents for each matter heard (including forms, orders, sentence sheets, and trial documentation) by the Judges of the Court of Common Pleas.  Court Clerk accurately documents all proceedings heard throughout the day and ensures that all orders and case actions are properly recorded and issued in a timely manner.

A Court Clerk must be proficient across all divisions, including Civil, Criminal, Family, Juvenile, and Orphans’ Court, and serves as the primary liaison between the courtroom, Chambers Staff, and other court departments.  This role requires the exercise of independent judgment and discretion and is of substantial importance to the effective operation of the Court.  Due to the nature of the work, confidentiality is essential.

The Court Clerk works closely with Chambers Staff to coordinate all courtroom proceedings, including reviewing the daily court calendar, identifying scheduling issues, and advising of any changes or matters that may impact courtroom operations.  The Court Clerk is directly responsible for the efficiency and flow of their assigned courtroom and must proactively manage case progression throughout the day. 

This position requires proficiency in multiple digital systems, including electronic filing platforms, case management systems, and virtual courtroom technology (e.g., Zoom) to support both in-person and remote proceedings.

As a representative of the Court and the presiding Judge, the Court Clerk serves as a key point of contact for attorneys, litigants, and the public, maintaining professionalism and ensuring clear communication at all times.

The Court Clerk is also responsible for performing any additional duties as required by their assigned Judge or courtroom.

Reports directly to the Court Clerk Supervisor.

Essential Functions and Accountabilities

·  General Duties: Review the daily schedule with the Judge and Crier and coordinate with various departments. Act as a liaison between Attorneys, Pro Se parties, Plaintiffs, Defendants, and Petitioners/Respondents. In the absence of the Crier, open court, swear in witnesses and assist with arrangements for sequestered jurors. Maintain daily communication with the Sheriff’s Department to ensure courtroom security. Supervise courtroom personnel and communicate regularly with the Judge regarding any inquiries. Maintain the ability to access all court-related documents and navigate court systems and technology, including managing Zoom proceedings and other virtual hearing platforms.

·  Professional Representation of the Court: Serve as the primary point of contact in the courtroom and function as the “face of the Court” and the presiding Judge. Maintain a professional, courteous, and composed demeanor at all times when interacting with attorneys, litigants, jurors, and the public. Ensure all individuals are treated with respect while upholding courtroom procedures and decorum. Communicate clearly and confidently on behalf of the Court, reinforcing the authority, integrity, and professionalism of the judicial process.

·  Case Preparation: Obtain, prepare, and organize files for all scheduled cases in chronological order. Review files for outstanding bench warrants and pending petitions related to court proceedings. Ensure all files contain relevant documentation and properly attached Orders. Print petitions, motions, and supporting materials for Judges who do not rely on electronic files.

·  Court Documentation & Orders: Accurately document all court proceedings conducted throughout the day, including maintaining detailed records of hearings and outcomes. Draft, process, and finalize Court Orders in a timely manner. Ensure all forms are properly executed, filed, and e-filed across criminal, civil, family, and juvenile matters. Maintain comprehensive knowledge of required forms and procedures in all divisions. Accurately annotate daily lists and Orders and distribute them to appropriate departments.

·  Court Liaison: Interpret and communicate information between the Bench and court-related departments. Prepare and relay directives of the Court to Judicial Secretaries, Court Administration, Clerk of Courts, Adult Probation, Prothonotary, Court Interpreter, Domestic Relations, Sheriff’s Department, and other stakeholders. Collaborate with all departments to ensure efficient court operations.

·  Record Keeping: Record the time of commencement and adjournment of Court proceedings. Maintain accurate Reporter Sheets and thorough documentation of all matters heard daily.

·  Jury Trials: Manage all aspects of jury selection and trial support, including seating and swearing in jurors, distributing and maintaining juror questionnaires, tracking voir dire, assisting with strikes for cause and peremptory challenges, and confirming selections. Prepare final juror lists, administer oaths, assist with seating, and record and render verdicts as directed by the Court.

·  Training: Under the direction of the Supervisor, train newly hired Court Clerks on procedures across all court divisions. Provide instruction on identifying required documentation, preparing files, drafting Orders, and processing matters accurately and efficiently.

·  Technology & Systems: Demonstrate proficiency in court-related systems, including Prothy Viewer, Oracle, CPCMS, Main Forms Management, and other e-filing and data collection platforms. Utilize Microsoft applications and county systems effectively. Accurately retrieve and enter data in CPCMS, Sherlock, and other systems. Create and manage Zoom links and perform hosting duties for virtual hearings. Adapt to evolving technology and digital workflows that support case management and court operations.

·  Adaptability: Work across multiple courtrooms and divisions, adjusting to varying judicial procedures and specialized forms. Be prepared to transition assignments within the same day based on operational needs. Occasionally work beyond standard court hours as required

Education and Credentials

Experience and Skills

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.  

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.  

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.