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Job Description:

Additional Job Description

JOB SUMMARY

• This is administrative and technical clerical work carrying out supervisory and procedural processes within a magisterial district court office.
• 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 Magisterial District Judge. This position supervises Magisterial District Court Clerk (s)

ESSENTIAL JOB FUNCTIONS

• Shall make and review work assignments for and supervise one or more full-time clerical employees; explain office functions, operations and procedures to new employees and oversee all clerical work being done in the office to ensure that all clerical work is being done in accordance with the District Court Automated Office Clerical Procedures Manual promulgated by the Administrative Office of Pennsylvania Courts. Shall work under the direct supervision of the magisterial district judge in coordinating work assignments and overall office operations.
• Receive and docket civil complaints; schedule civil hearings in coordination with the Judge’s schedule; prepare and send written notices of hearing to all parties; notify constables to arrange service when required by plaintiff; receive and record monies received for court costs and print receipts; account for such funds and process refunds when applicable upon case completion; establish and maintain files and computer records for all civil cases; update such records and docket sheets with all activity with each case.
• Receive and date stamp motor vehicle citations; secure Magisterial District Judge signature on citation; send copy by certified mail to defendant; identify pending citations (i.e. unpaid) from computer tickler list; prepare warrants for open violations and notify constable and/or law enforcement officials for service; monitor and print DL-38 motor vehicle license suspension notices for moving violations and notify defendant and State; identify no response cases from license suspension tickler file; send license suspension final notice to State; establish and maintain files and computer records for all cases, and 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, and the public about general functions and operations of the office and relationship with related offices; explain civil complaint process; provide information to attorneys and Court officials on particular cases; refer individuals to other officials and offices for related or further assistance.
• Receive, review and process incoming mail; answer correspondence on civil and/or motor vehicle processes, referring complex and/or misdirected mail to more appropriate party; type or otherwise handle correspondence, memoranda, forms, and similar activity for the office; may receive and account for monies from a variety of sources.
• Receive criminal complaints; prepare and print completed docket transcript form in all criminal cases; prepare summonses and/or warrants, depending on nature of complaint and consequent processing; notify constable and/or law enforcement agencies to arrange service; determine availability of and coordinate schedules for police officials, State, local and private attorneys; schedule preliminary hearings; prepare and send written notices of preliminary hearing to all parties; prepare subpoenas; notify constables to arrange service; prepare bail bonds; receive, write receipts for and record bail money; print daily schedule; distribute copies of bail bonds to all involved parties; establish and maintain files and related computer records for all criminal cases; update records and computer dockets with all activity in each case.
• Receive fees, court costs, fines, and other monies; print receipts for same; record monies received; post to accounts; prepare bank deposits on daily basis; deliver deposits to bank; prepare weekly checks to County and State; balance accounts; prepare and submit monthly reports to the State and other jurisdictions on monies assessed and received.  Issue checks to constables and restitution checks to victims.
• Monitor and print summonses from computer report for non-traffic cases; monitor and print warrants for failure to pay and failure to respond.
• Prepare payroll, office supply orders, petty cash reimbursement 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 Magisterial District Judge or Court of Common Pleas.    
• 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

• Thorough knowledge of the procedural and clerical requirements for processing any and all work related to the magisterial district court office in accordance with the Magisterial District Judge Automated Office Clerical Procedures Manual promulgated by the Administrative Office of Pennsylvania Courts.
• Thorough 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.
• Thorough 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;
• Ability to recognize safety hazards and provide solution to concerns;
• Ability to manage and organize assignments and prioritize work;
• Ability to communicate effectively, both orally and in writing;
• 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.