POSITION DESCRIPTION: Non- Exempt
This employee provides administrative and clerical support in an automated environment to Clarion County’s President Judge, as well as to any other judges sitting in Clarion County and to Court Administration. The position works with sensitive information requiring strict confidentiality.
Answers the telephone, responds to inquiries or directs the caller to the appropriate party or office.
Greets visitors to the Judge’s Chambers and Court Administrator’s Office, answers their inquiries and
directs them to the appropriate location.
Assists the Deputy Court Administrator with criminal caseload:
Is proficient at using the Common Pleas Criminal Case Management System
Enters new cases onto appropriate court lists
Is responsible for mailing notices to defendants for court sessions
Prepares court lists and distributes to counsel and others
Tracks return of certified notices
Prepares and distributes transport orders for incarcerated individuals
Is sufficiently familiar with criminal caseload responsibility to be able to handle the duties
in the absence of the Deputy Court Administrator
Works closely with Sheriff’s Office to schedule bench warrant hearings
Prepares and files documents in Judicial/Court Administration files, general files, correspondence
Maintains computer lists of all file types
Delivers and retrieves files from the Prothonotary, Clerk of Courts, Orphans Court offices
Types orders and letters for Judges and Court Administration
Composes routine correspondence and orders using a prescribed format and conforming to
all rules of punctuation, grammar, and style
Types opinions from dictation
Maintains supply closet and orders supplies as needed
Schedules hearings, arguments, meetings, etc
Appoints counsel to represent parents and children in dependency and other matters
and updates tracking lists with that information
Able to attend trainings, seminars and conferences as necessary
Must abide by the Code of Conduct of the Unified Judicial System.
Reports to the President Judge and the District Court Administrator. Receives limited instruction or supervision in carrying out routine day to day tasks.
The work environment characteristics described herein are representative of those the employee encounters while performing the essential functions of the position. A Confidential Secretary works indoors on a regular basis in an office with minimal environmental factors.
PHYSICAL/ MENTAL CONDITIONS
Must possess the ability to do light work with occasional lifting/carrying of objects up to 20 pounds.
Must be able to pay close attention to detail while being able to concentrate for long periods of time.
Must be able to sit for long periods throughout the work day with occasional standing, walking, twisting and bending.
Must possess the ability to convey and present information, explain procedures, and follow
High school diploma, completion of business school and/or Paralegal degree or any equivalent combination of training and experience.
KNOWLEDGE, SKILLS AND ABILITIES REQUIRED
Ability to work effectively with the public, co-workers, subordinates and government officials.
Ability to speak and write English fluently and to understand written and spoken English.
Effective communication skills.
Ability to exercise initiative and problem-solving skills in carrying out job duties, and to make independent decisions when circumstances warrant.
Ability to function independently and to be flexible.
Knowledge of modern office practices and equipment.
Ability to become familiar with various legal publications, legal terminology and the Pennsylvania
Rules of Court in order to comprehend various documents and schedule matters as
dictated by rule and/or statute
Skill in utilizing current word processing and spreadsheet software, such as Microsoft Office
Ability to handle a variety of unrelated issues simultaneously
Required to maintain strict confidentiality, as specifically set forth in the Court Personnel and Procedures Manual.