Job Description

GENERAL DEFINITION:

An employee in this position is considered a valuable member of a team and provides support to Civil Division Court staff. Duties are performed following well-established procedures, including processing Legal documents, with or without close supervision. Work is performed under the immediate supervision of the department manager.

MARGINAL FUNCTIONS:

Answers the telephone or may meet or greet callers.

Provides general information pertaining to assigned function.

Replenishes computer printer, copier or fax machine paper supplies.

Performs other duties as assigned.

ENVIRONMENTAL CONDITIONS:

Standard courtroom and office conditions.

Direct contact with diverse court clientele.

KNOWLEDGE, SKILL AND ABILITIES REQUIRED TO PERFORM ESSENTIAL FUNCTIONS:

• General knowledge of court system purpose and record keeping processes.
• Ability to write legibly.
• Ability to provide information clearly and concisely, both orally and in writing.
• Ability to recognize different types of civil documents and legal instruments necessary to effectively perform the docketing function.
• Ability to learn to extract and summarize information from legal instruments in order to fulfill the requirements for docketing and indexing legal information.
• Ability to learn and comply with applicable rules, regulations, and procedures as they apply to posting information into dockets and indexes pertinent to the assigned function.
• Ability to establish and maintain effective working relationships with coworkers and the general public.

APPLICATIONS AND RESUMES WILL ONLY BE ACCEPTED FOR THIS POSITION THROUGH THE FIRST JUDICIAL DISTRICT WEBSITE AT:https://fjdcareers.phila.gov/Cyberweb/fjdcareers.aspx. APPLICATIONS MUST BE SUBMITTED THROUGHhttps://fjdcareers.phila.gov/Cyberweb/fjdcareers.aspx BY MAY 18, 2023

Qualifications

REQUIREMENTS:

1. High school diploma or equivalent and one to two years of progressively responsible clerical experience processing legal instruments and documents.

OR

1. Equivalent combinations of training and experience providing the characteristics required to perform the essential functions of the class may substitute for those listed.
2. Successful completion of a criminal background investigation.
3. City residency required within six (6) months of satisfactory completion of an employment orientation period.
4. Ability to perform the essential functions of a position in this class.
5. Proof of Covid-19 Vaccination is required.

ESSENTIAL FUNCTIONS:

** The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.**

• Examines legal instruments to determine information for posting to dockets.
• Abstracts, summarizes and records filing dates, types of legal instruments, and in some cases, substance of legal documents into dockets.
• Returns incorrect documents for appropriate action if necessary.
• Processes documents in accordance with standard procedures.
• Examines legal instruments to determine applicability of posting into indexes of judgments and liens.
• Extracts pertinent information onto work sheets for indexing purposes into a variety of registers.
• Searches dockets and indexes in order to serve the public with information.
• Accepts filings from staff, judges, attorneys, and other interested parties and exemplifies and certifies essential documents for legal or personal transactions.
• Processes incoming official and essential legal documents for inclusion into a system of court records according to procedural rules.
• Checks court documents for errors and serves as a quality control check.
• Performs terminal or PC data entry on legal filing turn‑around documents from handwritten or coded material.
• Maintains a court record filing system with adequate controls, standards, and access restrictions.
• Processes outgoing records to microfilm.
• Resolves and responds to inquiries concerning court documents or actions, especially scheduling.
• Prepares legal documents for dissemination or appropriate legal action by signature.
• Distributes documents to correct destinations and may hand deliver legal documents or records.
• May verify the location of defendants.
• Instructs others on proper procedural steps.

APPLICATIONS AND RESUMES WILL ONLY BE ACCEPTED FOR THIS POSITION THROUGH THE FIRST JUDICIAL DISTRICT WEBSITE AT:https://fjdcareers.phila.gov/Cyberweb/fjdcareers.aspx. APPLICATIONS MUST BE SUBMITTED THROUGHhttps://fjdcareers.phila.gov/Cyberweb/fjdcareers.aspx BY MAY 18, 2023

Additional Information

SALARY: $35,367 - $38,442 (W08)

FILING DEADLINE: May 18, 2023

APPLICATIONS AND RESUMES WILL ONLY BE ACCEPTED FOR THIS POSITION THROUGH THE FIRST JUDICIAL DISTRICT WEBSITE AT:https://fjdcareers.phila.gov/Cyberweb/fjdcareers.aspx. APPLICATIONS MUST BE SUBMITTED THROUGHhttps://fjdcareers.phila.gov/Cyberweb/fjdcareers.aspx BY MAY 18, 2023

Did you know?

• We are a Public Service Loan Forgiveness Program qualified employer.
• 25% tuition discount program for City employees (and sometimes spouses and dependents as well) in partnership with area colleges and universities.
• We offer Comprehensive health coverage for employees and their eligible dependents.
• Our wellness program offers eligibility into the discounted medical plan.
• Employees receive paid vacation, sick leave, and holidays.
• Generous retirement savings options are available.

T he First Judicial District is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the First Judicial District will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective employees and incumbents to discuss potential accommodations with the employer.