Legal Secretary II

County Of Venango

OVERALL OBJECTIVE:

Performs specialized clerical/secretarial/bookkeeping functions in a timely manner to assure efficient and accurate operations of the court, which includes the use of discretion, independence and judgment.

 

SUPERVISION EXERCISED

None

 

SUPERVISION RECEIVED

Receives training and work assignments from the Administrative Assistant.  Formal supervision is provided by the Magisterial District Judge and general supervision and administrative authority of the President Judge.

 

EXAMPLES OF DUTIES/RESPONSIBILITIES

1.            Assists the Administrative Assistant and Magisterial District Judge as needed.

2.            Processes guilty pleas at the MDJ level, including the assessment of fines, costs, and restitution.

3.            Prepares all paperwork and information needed for each case to go to hearing.

4.            Coordinates scheduling cases with attorneys, police officers, and court departments.

5.            Processes continuances and notifies all parties involved.

6.            Establishes and maintains criminal, civil, non-traffic, traffic, landlord/tenant, and summary case files.

7.            Maintains and keeps current forms used by the MDJ court.

8.            Produces various forms, reports, and correspondence.

9.            Interacts with other internal and external government departments, outside agencies, courts on a daily basis and extensively with police departments, attorneys, and the general public to assist them as needed.

10.          Provides input and makes adjustments to programs and data as required.

11.          Processes cases and maintains progress of pending cases from filing through disposition.

12.          Performs some duties of the Administrative Assistant in his/her absence.

13.          Prepares or processes a variety of legal forms and documents including criminal/civil complaints, warrants, subpoenas, bonds, commitments, notices, etc.

14.          Files and dockets citations, complaints and dispositions in each case.

15.          Processes certified mailings of criminal/civil complaints, courts orders, etc.; assists with daily incoming and outgoing mail.

16.          Interviews and screens callers; answers routine telephone inquiries, or directs callers to appropriate individual.

17.          Schedules appointments and maintains a daily, weekly, and monthly calendar.

18.          Collects fines and costs due and makes appropriate recording, posting and record keeping for same.  Writes checks and makes bank deposits as required.

19.          Enters data in computer; types various forms, reports and correspondence.

20.          Schedules summary trials, continuances and other hearings as necessary and closes cases when cleared.

21.          Directs visitors to courtroom or other County offices.

 

 

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

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

2.            Must possess the ability to learn, and be proficient at, the MDJ computer system.

3.            Must possess the ability to take and transcribe legal dictation and type from drafts clearly and accurately with reasonable speed.

4.            Must possess the ability to compose routine correspondence and replies to routine correspondence.

5.            Must possess the knowledge and ability to assist in the preparation and assembly of court documents.

6.            Must possess excellent organizational skills and the ability to coordinate several schedules and/or projects with accuracy and efficiency.

7.            Must comply with all policies and procedures set forth by the MDJ, President Judge, and the Unified Judicial System.

8.            Must possess acceptable communication and interpersonal skills.

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

10.          Must possess ability to maintain confidentiality in regard to client information and records.

11.          Must possess the technical knowledge of operating personal computers.

12.          Must possess some knowledge of legal terminology and the operation and procedures of the civil and criminal court systems.

13.          Must possess ability to prepare and maintain files and reports.

14.          Must possess knowledge and ability to perform general office practices and procedures, including basic math skills, and general bookkeeping, and scheduling appointments.

15.          Must possess knowledge and ability to docket and file legal actions appropriately.

16.          Must be willing and able to occasionally accept reassignment to other Magisterial District Judge offices and/or Central Court.

 

QUALIFICATIONS
A.    EDUCATION/TRAINING

High School diploma or equivalency, plus some secretarial and computer training is required.

B.    WORK EXPERIENCE

Two years’ working experience in an office environment, county government, law office or court system; OR any acceptable combination of equivalent training and/or experience.

Must not appear on Preclusion Lists as defined by “Pennsylvania’s Medical Assistance Bulletin 99-11-05 Provider Screening of Employees and Contractors for Exclusion from Participating in Federal Healthcare Programs.”
D.   Must successfully complete pre-employment drug screening.

 

HOW TO APPLY

A County application is required to be considered for the advertised vacancy.  Applications are only accepted for positions in which we are actively recruiting.  Applications received for positions not being advertised or general/blanket applications will be discarded.

Applications are available:

·         Online by visiting: https://www.co.venango.pa.us/288/Job-Application-Process

·         In-Person by visiting the Venango County Human Resource Office on the 3rd floor of the Courthouse Annex building located at 1174 Elk Street, Franklin, PA  16323

·         By fax or e-mail.  You must contact the Venango County Human Resource Office by calling (814) 432-9556 or (814) 432-9549 to share your e-mail or fax number.

WE ARE AN EQUAL OPPORTUNITY EMPLOYER

VENANGO COUNTY IS A DRUG FREE WORK PLACE

APPLICANTS WHO REQUIRE SPECIAL ACCOMMODATIONS DUE TO A DISABILITY SHOULD CONTACT 432-9552 FOR ASSISTANCE.

To apply for this job email your details to Brittany.Boone@venangocountypa.gov