Job Description

Position Summary

Performs a wide range of docketing, scheduling, filing, and case management functions in support of various court programs and proceedings. Responsibilities include reviewing and processing legal filings such as motions, petitions, responses, and discovery-related documents; scheduling and managing hearings, conferences, and court events; and assigning matters in accordance with established assignment matrices and court procedures.

Work also involves docketing cases and maintaining accurate records for multiple specialized court programs, coordinating continuances and case management submissions, and ensuring proper routing and assignment of cases to appropriate courtrooms and judicial calendars. The position requires careful attention to detail, knowledge of court rules and procedures, and the ability to manage multiple case types while ensuring accuracy, timeliness, and compliance with applicable guidelines.

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.**

• Checks court documents for errors and serves as a quality control check (if they need to verify documents for completeness).
• 2. Distributes documents to correct destinations and may hand deliver legal documents or records (if the clerk is going to be expected to hand deliver documents).
• 3. Instructs others on proper procedural steps (if they are expected to provide training or guidance to other new staff via job shadowing or other method of observation or guiding others)
• Docket, schedule, and manage case events for a variety of court programs, including Agency Appeals, Code Enforcement, Municipal Court Appeals, and other assigned matters.
• Review, process, and docket legal filings, including motions, petitions, answers, responses, replies, and related documents.
• Reviews and dockets case management memoranda and continuance requests for assigned programs.
• Assigns motions and petitions in accordance with the established Motion/Petition Assignment Matrix.
• Coordinate scheduling and docketing for specialized petitions, including Real Estate Tax Lien Petitions, Motions to Postpone Sheriff Sales, and other designated matters.
• Manage docketing for orders and petitions involving Philadelphia Parking Authority, Minors’ Compromise, Wrongful Death, and Incapacitated Persons.
• Assigned to courtrooms for programs such as Landlord Tenant, PennDOT, and Tax matters.
• Ensure accurate and timely entry of case information into the court case management system.
• Maintain and update case records in compliance with court rules, procedures, and deadlines.
• Answer telephone inquiries daily.
• Communicate with court staff, attorneys, and litigants regarding scheduling, filings, and procedural requirements.
• Ensure proper handling, tracking, and routing of all assigned case types in accordance with court policies and directives.

MARGINAL FUNCTIONS:

• Assist with general clerical duties, including filing, copying, scanning, and organizing case materials.
• Provide information and general guidance to court users, attorneys, and the public regarding basic procedures and filing requirements.
• Assist in maintaining logs, reports, and tracking systems related to case activity and scheduling.
• Support courtroom and office operations during periods of high volume, staff absence, or special assignments.
• Perform routine data entry and updates to assist with case tracking and administrative support.
• Help prepare and distribute notices, correspondence, and scheduling information as needed.
• Perform related duties as assigned to support the efficient operation of the court.

ENVIRONMENTAL CONDITIONS:

Work is performed in a courthouse office and public-facing environment involving frequent, direct, face-to-face interaction with attorneys, litigants, court staff, and members of the public. The position requires the ability to assist individuals with a variety of court matters, including time-sensitive and, at times, high-priority or emergency filings, while maintaining professionalism and composure.

The employee will work in a fast-paced setting with frequent interruptions, shifting priorities, and multiple concurrent deadlines across various court programs and case types. Duties require interaction at a public service counter and may involve assisting individuals who are under stress, time constraints, or emotional distress.

Knowledge, Skills, and Abilities

• Knowledge of public service principles, including access to justice for self-represented litigants.
• Knowledge of applicable court rules, administrative orders, and filing requirements (including electronic filing systems).
• Knowledge of legal terminology, common pleadings, and case types.
• Knowledge of records management practices.
• Strong organizational and clerical skills with the ability to manage and prioritize multiple case types and deadlines.
• Excellent attention to detail in reviewing, docketing, and processing legal documents.
• Strong customer service skills for handling face-to-face interactions at a public counter, including in high-pressure or high-volume situations.
• Time management skills with the ability to work efficiently in a fast-paced environment.
• Analytical skills to interpret documents and ensure proper assignment and scheduling of cases.
• Ability to clearly explain complex procedures in plain language, both verbally and in writing, without providing legal advice.
• Ability to review legal documents for completeness and procedural compliance.
• Ability to work effectively under pressure in a high-volume, public-facing environment.
• Ability to remain calm and professional while handling difficult or emotionally charged interactions.
• Ability to adapt to procedural or system changes and learn new processes quickly.
• Ability to recognize urgent filings and respond in accordance with court priorities.
• Ability to establish and maintain effective working relationships with managers, assistant managers, and coworkers.
• Ability to work independently and collaboratively within a team environment.
• Ability to establish and maintain effective working relationships with managers, assistant managers, and coworkers.

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.

In compliance with the Americans with Disabilities Act, the First Judicial District of PA will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective employees and incumbents to discuss potential accommodations with the employer.

Qualifications

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. Satisfactory clearance of a criminal background investigation.
3. Ability to perform the essential functions of a position in this class.
4. Must work on site (not remote).

Additional Information

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.

Salary: $39,301 Annually

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Effective May 22, 2023, vaccinations are no longer required for new employees that work in non-medical, non-emergency or patient facing positions with the City of Philadelphia. As a result, only employees in positions providing services that are patient-facing medical care (ex: Nurses, doctors, emergency medical personnel), must be fully vaccinated.

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