OVERALL OBJECTIVE OF JOB
Responsible for all aspects of court scheduling from date of filing of case through final disposition, including assuring that counsel is appointed when necessary, overseeing that Federal Tax Information (FTI) is secure, and making necessary data entries in the Pennsylvania Child Support Program.  Provides administrative support to all personnel.

 

ESSENTIAL FUNCTIONS OF JOB

1.         Prepares the annual support court calendar; coordinates the scheduling of hearing rooms, attorneys, court reporters, and the Hearing Officer.

2.         Schedules weekly support court hearings, De Novo hearings and special hearings. Coordinates hearing dates and times with all private attorneys, the Hearing Officer, IV-D Counsel, the Court Reporter and the Domestic Relations Section’s Deputy or assigned alternate security.

3.         Schedules exceptions hearings before the Court of Common Pleas. Secures IV-D Counsel when appropriate.  Prepares orders of court for attendance, mails to all parties and their respective attorneys.

4.         Processes court orders, including securing the signature of the Judge, mailing to Plaintiffs, Defendants, and respective attorneys. Monitors all orders to ensure Appeals, Demands and Exceptions are processed in accordance with the Rules of Civil Procedure within appropriate time limits.

5.         Administers Petty Cash Fund for Domestic Relations Office and coordinates with County Auditors as needed.

6.         Provides clerical assistance to entire staff including mailing of letters, copying documents, filing, labels for State Corrections correspondence and labels for conferences/hearings.

7.         Maintains accurate and current data regarding all necessary transactions with the PACSES matrix.

8.         Sorts, copies and/or files correspondence and documents within the department.

9.         Answers telephone and takes messages or transfers calls to proper individuals.

10.       Greets and assists general public by taking or providing information, receiving payments or directing them to proper facilities, agencies, locations or people.

11.       Maintains scheduling of Conference Room with other County agencies and attorneys.

12.       Operates computer, typewriter, adding machine, copier and other office equipment as needed.

13.       Collects money due to the Domestic Relations Section and maintains accurate records of such collections; including processing within the KidStar program, Equate program or other appropriate recording methods.

14.       Administers the Domestic Relations Section Lien Search program and collects all related fees from respective law firms and lawyers. Prepares a monthly report and delivers same to the Director.

15.       Processes and schedules requests or petition for continuances in accordance with current policies.

16.       Assures that individuals outside of Domestic Relations staff provide photo ID and track their entrance/exit from the department while securing a daily tracking log in preparation for the yearly Federal Tax Information (FTI) Audit.

 

OTHER DUTIES OF JOB

1.         Attends meetings and/or training sessions as required.

2.         Assists staff with clerical duties in absence of other clerical staff members or as needed.

3.         Makes appointments, meeting arrangements as necessary.

4.         Performs other job-related duties as required.

5.         Maintains a daily activity / appointment ledger for all Domestic Relations Staff.

 

SUPERVISION RECEIVED

Receives occasional instructions and some supervision from the Director or Deputy Director in regards to daily work duties, scheduling issues, requests for continuances, etc.

 

SUPERVISION GIVEN

Trains and directs work of all backup personnel when appropriate or assigned by the Director.

 

WORKING CONDITIONS

1.         Works indoors in adequate office space, lighting and ventilation, but subject to fluctuations in temperatures.

2.         Works with average indoor exposure to noise and stress, but subject to frequent disruptions.

3.         Below normal indoor exposure to dust/dirt.

4.         Works in conditions of potential outbursts or disruptive behavior of clients.

 

PHYSICAL/MENTAL CONDITIONS

1.         Must possess ability to record, convey and present information, explain procedures and follow instructions.

2.         Must be able to sit for long periods throughout the workday, with intermittent periods of standing and walking and occasional periods of bending, twisting, stooping, reaching as necessary to carry out essential job duties.

3.         Dexterity requirements range from coordinated movements of fingers/hands for typewriter and computer to simple dexterity of feet/legs/torso as necessary to carry out job duties.

4.         Sedentary work, with occasional lifting/carrying of objects with a maximum weight of ten pounds.

5.         Must be able to cope with the physical and mental stresses of the position.

6.         Must be able to move frequently throughout the workday as needed to carry out essential job duties.

7.         Must be able to pay close attention to details and concentrate on work.

 

QUALIFICATIONS

A.        EDUCATION/TRAINING

High School diploma or equivalency plus some business/clerical and computer training/knowledge.

B.        WORK EXPERIENCE

Five years’ working experience in an office environment, county government or court system; or any acceptable combination of equivalent training and/or experience. Two of the five years must be working in a Domestic Relations Section.

 

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

1.         Must be able to speak and understand the English language in an understandable manner in order to carry out essential functions of job.

2.         Must possess good communication and interpersonal skills.

3.         Must possess the ability to function independently, have flexibility and the ability to work effectively with clients, co-workers and others.

4.         Must possess ability to maintain confidentiality in regards to client information and records.

5.         Must possess the technical knowledge of operating personal computers and other office equipment with accuracy and reasonable speed.

6.         Must possess general knowledge of modern office practices and procedures and

            ability to apply same to essential duties of job.

7.         Must possess knowledge and ability to practice current and accurate usage of grammar, spelling and filing procedures.

8.         Must possess ability to learn assigned tasks and adhere to prescribed departmental procedures.

9.         Must possess ability to perform simple math calculations with accuracy and reasonable speed.

10.       Must possess ability to learn county and legal rules, procedures and practices as necessary within department.

11.       Must possess ability to be able to handle a variety of clerical duties and switch from one to another throughout the workday.

12.       Must possess the ability to assign and review work within department as requested.