Office Support III 37.5 FT

Starting Compensation:

$38,863.50/Annually

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Job Description:

JOB SUMMARY

• This full-time, technical clerical position within the Office of Court Administration supports the Lancaster County Family Courts.
• Responsibilities include scheduling and processing court orders for custody, Children and Youth, and Protection from Abuse (PFA) cases; assisting self-represented litigants in PFA Court; and maintaining custody-related records.
• The role also involves processing PFA and PVSVI matters, preparing various court orders, performing data entry, and providing receptionist coverage as needed.
• Strong organizational skills, attention to detail, and familiarity with legal procedures are essential.

REPORTING RELATIONSHIPS

• This position reports directly to the Assistant Court Administrator for Family and Civil Court

ESSENTIAL JOB FUNCTIONS

• 35% Provides clear and accurate instructions to self-represented parties in the filing of Protection from Abuse Petitions. Completes petitions, hearing notices and orders with the information provided by the self-represented parties. Presents the Petition to the Judges and attends the ex parte hearings with the self-represented parties. Makes appropriate copies, types the sheriff’s service forms and files the petitions with the prothonotary’s office. Provides information regarding community resources available, service procedures and attorney representation to the self-represented parties.
• 25% Receives petitions, motions, orders and continuance requests in family law cases. Independently schedules individual custody events of a diverse nature with the appropriate Custody Conference Officer or assigned Judge utilizing Teleosoft CountySuite, the Court Case Scheduling Calendar and E-Flow. Consider factors regarding time constraints/limitations and judicial, attorney and courtroom availability when scheduling, ensuring efficient caseflow. Proofread scheduling information prior to distribution to all related parties.
• 30% Schedules and reschedules Protection from Abuse cases and notifies appropriate offices of PFA case lists and/or advises offices of any changes as soon as possible. Prepares for and attends PFA court sessions one time per week, every other week to prepare case continuances and provides continuance dates as needed. Court preparation includes assuring accuracy of the parties’ personal information, accuracy of the court scheduling place and time, comparing the prison list to the court list and updating the calendar appropriately, preparing continuance orders and speaking with all self-represented parties prior to going into the courtroom for their hearing.
• 5% Handles multiple telephone calls and walk-in inquiries from attorneys and pro se parties. Determines the nature of the business and responds to inquiries regarding custody scheduling and PFAs. Explains procedural elements needed for action or refers to a more appropriate office or individual for assistance.
• 5% Back up scheduling for Children & Youth matters. This includes independently scheduling dependency events with the appropriate judge/hearing officer utilizing CPCMS. Considers factors regarding time constraints/limitations when scheduling, ensuring efficient caseflow. Prepares daily court schedules and disseminates to all parties.

OTHER SPECIFIC TASKS OR DUTIES

• Assists/supports the Assistant District Court Administrator and co-workers with other duties during absences and when needed as well as performs other duties as assigned by the Assitant Court Administrator and/or President Judge.

MINIMUM QUALIFICATIONS 

• Education equivalent to the completion of high school, including and/or supplemented by course work in standard business practices or clerical legal training. 
• Four years of clerical experience in a professional legal or court office setting, which has included subsantial involvement with cases or other materials under the Court of Common Pleas' jurisdication. 
• Any combination of education and experience which is an acceptable substitute for the knowledge, skills and abilities cited above.

KNOWLEDGE, SKILLS AND ABILITIES

• Thorough knowledge of clerical practices and procedures governing documentation and processing of cases commonly employed in governmental, legal and/or court offices.
• Thorough knowledge of English usage, grammer, spelling and punctuation including terminology, as used in legal or court offices.
• Knowledge of the Court of Common Pleas functions, objectives, programs and procedural requirements.
• Basic knowledge of the organizational relationships within the Court and related organizations.
• Skill in organizing workload, establishing priorities and completing clerical processing requirements independently.
• Skill in operating, computer, Word, excel and Word-Perfect applications, copier and other equipment as required by work assignmnets.  This position requires a high level of computer proficiency.
• Able to communicate effectively both verbally and in writing.
• Ability to learn specific procedural and statutory case processing requirements that are unique to this position.
• Ability to establish and maintain effective working relationships with members of the judiciary, associates, callers, visitors, lawyers and representatives of other offices both within and outside the Court system.
• Knowledge and ability to prepare legal documents and correspondences.
• Ability to manage multiple tasks simultaneously, independently and with accuracy.
• Ability to problem solve and carry out complex tasks with accuracy critical to the success of those tasks with little administrative supervision.
• Ability to maintain records and files.
• Ability to organize and complete work within established schedules.

REQUIRED LICENSES/CERTIFICATIONS/CLEARANCES

• This position requires a pre-employment background check as required by law or policy to perform the duties.

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT

• The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of the 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.