Office Support II - Counter/Intake (Prothonotary Department)

• The Starting Rate for this position is $22.09 per hour
• 35 hours per week

POSITION SUMMARY

This position is responsible for the intake, time stamping, filing, processing, imaging, and research of all legal documents filed with the Court of Common Pleas, Civil Division.   Performs a variety of typing and other clerical duties.  Responsible for the processing of legal documents that require the exercise of judgment and the knowledge of the application of prescribed procedures.  This position involves some independent judgment, but most of the work is completed under close or general supervision.  Frequent contact with the public, attorneys, Judges and their staff, title searchers, and other County departments.  Employees in this position are sworn in as a deputy, which allows them to complete the process on behalf of the Prothonotary. 

POSITION RESPONSIBILITIES: 

Essential Functions

1. Checks, analyzes, and verifies information contained on incoming documents for accuracy prior to time stamping or electronic acceptance and processing.  May make some independent procedural decisions but should seek support as needed if documents are not correct and notify the filer.
2. Receives payment and issues receipts for documents, services, and requests requiring payment of a fee.
3. Prepares, types, processes, issues, and certifies various standard civil legal forms according to the PA Rules of Civil Procedure.
4. Analyzes documents in order to correctly compose a docket entry to accurately record the nature of the filing on the official docket. Must be able to understand if the document requires other actions to be taken with regard to the file and docket.
5. Calculates interest and costs on judgments and executions being entered and recorded against a party in a case.  If the filing contains errors, the filer is responsible for addressing them.
6. Assists the public with the process of searching Prothonotary records, and researches and answers inquiries related to docket entries and case dispositions as allowed by Court Order, and assists with more specific information requests.
7. Answers phones and furnishes information to the public regarding matters pending before the Court, as well as directs callers to other offices as appropriate.
8. Retrieves, copies, and/or faxes documents/files maintained in the Prothonotary’s Office for the public, the Courts, and all County Offices, State and Local Police Departments, School Districts, and Prisons, as needed.
9. Operates and maintains the basics of various office equipment, including PCs, laser printers, copiers, scanners, imagers, time stamp machines, and cash registers.
10. Prepares all files for storage and maintains computer records for tracking purposes.
11. Responsible for the intake, docketing, filing, and maintenance of all confidential Mental Health documents (Commitments) received through Service Access Management (SAM).
12. Receives Passport Applications and verifies the identity of the applicant in accordance with the guidelines of the US Department of State.  Responsible for ensuring the application is complete, that the appropriate fees are charged and collected based upon the type of application received, and that all applications are forwarded daily to the US Passport Agency.  Must also interact with the US Passport Agency in resolving customer problems and issues.

Non-Essential Functions

1. Assists with training co-workers as needed.
2. Tracks and locates documents throughout the office before processing has been completed, as requested.
3. Assembles a variety of data from office records for incorporation into various Prothonotary reports.  Said data/reports may be maintained for audit purposes, court administration needs, and judicial requests.
4. Indexes records and information and makes simple postings to various department records.
5. Responsible for receiving, sorting, and distributing incoming mail to the various areas of the office for delegation based upon assigned duties.

MINIMUM EDUCATION AND EXPERIENCE;

• High school diploma or possession of a valid G.E.D. certificate.
• Minimum of one (1) year of experience in general typing and office practices. Legal experience and/or school preferred.
• Any equivalent combination of experience and training that provides the required knowledge, skills, and abilities.

MINIMUM KNOWLEDGE, SKILLS, AND ABILITIES:

• Working knowledge of Prothonotary office methods, practices, and procedures.
• Ability to make mathematical calculations and perform detailed clerical work.
• Working knowledge of computers and software programs, including but not limited to Windows, Microsoft Word, and Excel.
• Ability to type at a rate of 47 words per minute from clear copy with 85% accuracy.
• Ability to communicate effectively both orally and in writing.
• Ability to understand and carry out both oral and written directions.
• General understanding of the law as it pertains to the Prothonotary’s Office and the filing of civil documents, including the PA Rules of Civil Procedure, as well as all Local Rules governing Berks County.
• Ability to handle multiple tasks simultaneously in a very busy, fast-paced, public office with a high volume of detailed legal work that is subject to time pressures. 
• Must possess a high degree of alertness, a keen willingness to learn, and the ability to undertake progressively more difficult assignments.
• Understanding and ability to adhere to the confidentiality of information contained in files and/or on documents sealed by law or by court order.
• Ability to handle stress.
• Physical presence in the office is required.

PHYSICAL DEMANDS:

• Ability to sit and stand for up to 2 to 3 hours without a break.
• Bending, pulling, and reaching for files.
• Ability to lift docket books and files weighing up to 45 lbs.
• Ability to move storage boxes weighing in excess of 40 lbs.
• Stamina for a demanding and physical job.

WORKING ENVIRONMENT:

Normal office environment.

This position description serves as a guideline for communicating the essential functions and other information about the position to the applicant/employee.  It is not intended to create a binding employment contract nor cover every detail of the position, and may be changed where appropriate.