Job description

PURPOSE OF CLASSIFICATION

The purpose of this classification is to provide direct administrative and clerical support to the Monroe County Court System, including the Judges (as necessary), Court Administrator, Jury Management, and other Court Departments as required. Duties and responsibilities include, but are not limited to: coordinating workflow between various departments, assisting judges, jury manager and managers of court-related departments in all general office functions and performing other advanced administrative support functions and related duties as 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.

Provides direct advanced administrative support and clerical assistance to court officials, users of court services and outside agencies that have relationships with the various court departments.

Types, drafts and prepares various correspondence to include letters, memorandums, legal information, reports and other documents; reviews information for accuracy and completeness; makes corrections and/or additions as needed; maintains copies for departmental files and future reference.

Arranges and schedules appointments and meetings for court officials and court-related departmental staff, as required;

Serves as liaison between court officials, administrators and other departments, employees, and agencies; provides direction and assistance with complaints and requests for information; answers questions, resolves problems, and provides assistance as necessary; pulls files, records and provides documentation where appropriate;

Creates and maintains files and file indices for court officials and administrators; ensures information is accurate and complete; updates and/or makes corrections as necessary; closes files; boxes, archives and/or purges outdated files and documents as necessary; maintains confidentiality of all information as required.

Assist jury manager with master jury wheel preparation. Prepare and mail out juror questionnaires to potential jurors. Review juror questionnaires to determine eligibility for jury service or qualification for postponement of jury service. Enter jury questionnaire data into jury management software.

Compiles information and statistics for various reports, rosters and correspondence as required; conducts research to obtain information and data; examines data for relevance; reviews information with court officials, administrators and departmental managers, supervisors, and/or other personnel as necessary; prepares reports according to rules of court AOPC and departmental guidelines; maintains copies for future reference and use by authorized individuals.

Completes various state and federal reports, as required, proofs for accuracy, obtains proper approvals and signatures and ensures timely submission as required by statute or regulation.

Receives and screens incoming telephone calls; routes calls and/or takes messages as necessary; greets the public and/or resolves conflicts; answers questions from staff, outside agencies, the public or other individuals as necessary; provides information accordingly. Utilizes juror notification phone software to alert numerous individuals with a single message.

Utilizes various office equipment such as personal computer, mainframe, dictating equipment, fax machine, typewriter, photocopier, and other equipment as necessary to perform daily duties; uses various computer telephone software in the preparation of reports, documents and case tracking and maintenance; keeps apprised of changes in equipment and software; learns new programs as necessary.

Maintains inventory of office, jury and other supplies; receives requests from other individuals for supply orders; orders replacement materials as needed.

Receives incoming mail, UPS/FedEx parcels, and overnight packages; opens, sorts and distributes to appropriate individuals; prepares certified letters and outgoing mail; processes overnight packages and UPS/FedEx parcels; delivers to appropriate location.

Makes photocopies of various files, documents, correspondence and other items as needed; collates, sorts and distributes to appropriate individuals; maintains copies for office use and future reference.

Receives incoming faxes; sorts documents, makes copies and distributes to individual(s) as necessary; maintains copies for departmental files; sends outgoing faxes as requested by supervisor(s) and/or other staff and individuals.

ADDITIONAL FUNCTIONS

Performs other related duties as required.

MINIMUM QUALIFICATIONS

High school diploma or GED; supplemented by one (1) year of previous experience and/or training that includes progressively responsible administrative and clerical responsibilities required; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

PERFORMANCE APTITUDES

Data Utilization: Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.

Human Interaction: Requires the ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.

Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.

Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information. Must be able to orally instruct large groups of people up to 300 people.

Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division.

Functional Reasoning: Requires the ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.

Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria.

ADA COMPLIANCE

Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station.

Sensory Requirements: Some tasks require the ability to perceive and discriminate visual cues or signals. Some tasks require the ability to communicate orally.

Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.

Monroe County, Pennsylvania, is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Job Type: Full-time

Pay: $14.97 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday

Education:

• High school or equivalent (Preferred)

Experience:

• Administrative: 1 year (Preferred)

Work Location: One location

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