Job Description

Position Summary

This is specialized work functioning as a personal aide to a member of judiciary in the Philadelphia Court of Common Pleas, Orphan’s Court Division. Important aspects of the job involve assistance to courtroom operations, providing essential connection between chambers and courtroom, file preparation, and performing various other duties as assigned. An employee in this class is directly responsible to and serves at the discretion of the appointing judge.

The Judicial Secretary is a confidential employee and serves at the discretion and pleasure of the judge.

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.

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• Takes and transcribes legal dictation.
• Types and arranges legal documents such as opinions, memoranda of law in prescribed format; copies and verifies citations and quotations.
• Compose replies to routine correspondence or draft correspondence and/or memorandum at the direction of the judge where appropriate
• Maintains docket of legal cases in process.
• Sets up and maintains legal case files.
• Notifies interested parties of record of time and place of pretrial conferences, negotiations, or discussions.
• Interviews callers, schedules/cancels appointments for judge, maintains calendar.
• Answers routine telephone inquiries; receives, opens, reviews and distributes mail; composes routine replies to correspondence.

MARGINAL FUNCTIONS

Performs related work as required.

GENERAL DEFINITION

This is specialized clerical work functioning as a personal staff secretary assigned to a member of the judiciary for the First Judicial District of Pennsylvania. An important aspect of the work involves either taking dictation and transcribing from notes or transcribing from voice recordings onto a personal computer. Work assignments may vary based on an individual’s divisional assignment. An employee in this class is responsible to and serves at the discretion of the assigned judge.

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.

• Takes and transcribes legal dictation.
• Types and arranges legal documents such as opinions, memoranda of law in prescribed format; copies and verifies citations and quotations.
• Maintains docket of legal cases in process.
• Sets up and maintains legal case files.
• Notifies interested parties of record of time and place of pretrial conferences, negotiations, or discussions.
• Interviews callers, schedules/cancels appointments for judge, maintains calendar.
• Answers routine telephone inquiries; receives, opens, reviews and distributes mail; composes routine replies to correspondence.

MARGINAL FUNCTIONS

Performs related work as required.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED TO PERFORM ESSENTIAL FUNCTIONS

• Strong computer skills and ability to learn applicable software.
• Knowledge of the form and content of legal forms and documents.
• Knowledge of legal terminology and spelling.
• Ability to effectively communicate the English language both orally and in writing.
• Ability to make arithmetic computations; knowledge of punctuation and grammar.
• Knowledge of standard office practices and procedures.
• Knowledge of legal bibliography and methods of citing.
• Ability to type from rough draft or clear copy at the rate of 50 words per minute.
• Ability to secure and copy docket entries.
• Ability to independently compose replies to routine correspondence.
• Ability to establish and maintain effective working relationships with members of the judiciary, attorneys, various court officials and the general public.

Qualifications

1. High school diploma or equivalent. AND

Three years of legal secretarial experience.

Bachelor’s Degree, preferred.

OR

Equivalent combinations of acceptable training and experience providing the characteristics required to perform the essential functions of the class may substitute, with a minimum of three years of legal/administrative secretarial experience.

1. Demonstrated commitment to public interest is a plus.
2. Appropriate experience in the use of Windows Software applications.
3. Strong organization and communication skills.
4. Strong proofreading and writing skills.
5. Satisfactory clearance of a criminal background investigation.

Must work on site (not remote).

The 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.

In order to apply and be considered for this position, please visit https://fjdcareers.phila.gov/Cyberweb/ to complete an application and upload a resume

Additional Information

TO APPLY: Interested candidates must submit a COVER LETTER, RESUME & THREE REFERENCES.

Salary: $46,236 Annually

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