Shire Jobs

Must apply on external site: https://www.governmentjobs.com/careers/northamptoncounty

Application deadline is October 2, 2024 at 5:00 PM EST. Applicants will not be contacted until after this date. Internal applicants will be considered before external applicants.

Job Description

GENERAL PURPOSE The Clerical Technician 3 -- Court Services Administration position is responsible for performing administrative and professional work in the Administration division of Court Services for the County of Northampton. This position independently prepares, carries out, and takes definitive action regarding processes and functions that are integral parts of the Department's mission.

SUPERVISION RECEIVED This position reports directly to the Register of Wills and Clerk of Orphans' Court.

SUPERVISION EXERCISED This position is not responsible for the supervision of other employees.

ESSENTIAL DUTIES OF THE POSITION Exercises discretion and sound judgment regarding the confidentiality of all non-public information. Reviews and maintains the confidentiality of non-public data including, but not limited to, non-public records and information contained in party files, pending Court decisions/orders. In addition to confidential data and filings, sensitive matters may not be discussed or distributed pursuant to the internal Non-disclosure Statement.

Performs all job duties with a friendly, positive, and team-oriented approach, with a focus on providing exceptional customer service. This is primarily a customer service and data entry position. Must be able to deal with interruptions from the tasks at hand, and effectively multitask. Works cooperatively and professionally with the Judges, Court staff, attorneys, and other visitors.

Possesses ability to understand and effectively carry out verbal and written instructions.

Establishes and maintains files on alphabetic, chronological, numerical or other basis. Retrieves requested materials from files. Signs, date-stamps, or otherwise identifies and/or controls files.

Receives and reviews petitions, orders, and other legal documents pertaining to Dependencies, Terminations, Adoptions, Estates, and Guardianships.

Determines conformance to required legal form.

Enters accurate data into the case management system.

Prepares Notices, Citations, and letters.

Prepares files prior to scheduled hearings.

Attends Orphans' Court hearings, records outcome, and tracks future deadlines.

Prepares audit lists on monthly basis and distributes to concerned parties.

Answers questions regarding the combined Wills/Orphans' Court office.

Answers inquiries from the Court, attorneys, and the public regarding procedures and case status. Instructs parties about the required forms and timing of Court appearances. Explains procedures or forms to parties in cases or to the general public.

Assists the public in processing petitions, reports, and similar activities.

Processes marriage applications, returns, and issues marriage certificates.

Issues and certifies early birth and death records.

Receives and processes payments in connection with certification requests and filings.

Maintains records of accounts receivable and fees collected.

Keeps track of ongoing cases, and similar activities and accounts.

Prepares or assists with the preparation of daily account balances and deposits.

Maintains official records of court proceedings.

Administers oaths and reads information to Petitioners as necessary.

Files and ships cases to Archives as needed.

Assumes responsibility and takes independent action on areas of specialization and/or assigned function area.

Supports facility and department goals.   Composes correspondence using Microsoft Office and Outlook, or any other necessary applications.

Participates in cross training as necessary in order to develop areas of specialization, and to facilitate performing tasks from t e Orphans' Court and the Register of Wills offices.

Provides exceptional customer service by effectively communicating by telephone, email or in person.

Informs the Register of Wills and Clerk of Orphans' Court of all issues, processes, and requests.

*An employee assigned to this title shall perform a majority, but may not perform all, of the duties listed in this job description. Conversely, minor level duties performed on the job may not be listed. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

REQUIRED MINIMUM QUALIFICATIONS

EDUCATION & EXPERIENCE -- Completion of a high school, or general equivalency, diploma; AND

At least one (1) year of general clerical, retail, customer service, or public sector work experience; OR

Possession of at least thirty (30) college credits from an accredited college or university.

*KNOWLEDGE, SKILLS, AND ABILITIES  * Knowledge of the goals, objectives, principles, and practices commonly employed in terminations, adoptions, guardianships, trusts, and estates proceedings.

Knowledge of administrative methods and techniques commonly used in developing and processing information, keeping records, and ensuring the secure control of information and documents.

Ability to learn and follow specific laws, regulations, and requirements governing County operations in processing trusts and estates proceedings, adoptions, and related legal processes.

Ability to establish and maintain effective working relationships with associates and members of the public.

Must be able to type quickly and accurately, with proficiency in Word and Excel, or quickly develop these skills.

Ability to docket appropriate information for upcoming hearings, citations, complaints, and other related matters into the system in an accurate and timely manner. Verifies the accuracy of the information provided.

Knowledge of current statutes, local rules, and internal processes to ensure that filings are in compliance.

Ability to learn new computer systems (CPCMS / GTS / County Fusion).

Knowledge of, or ability to develop knowledge of, the Common Pleas Case Management System and its various processes for data entry, maintenance, and correction.

TOOLS AND EQUIPMENT Telephone, personal computer (including word processing and spreadsheet software), calculator, writing implements, fax machine, copy machine, and paper shredder.

PHYSICAL DEMANDS While performing the duties of this job, the employee is frequently required to walk, sit, talk or hear.  

The employee must occasionally lift and/or move up to twenty-five (25) pounds.  

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Rea