Job Description

Position Summary

An employee in this position is considered a valuable member of a team and provides support to the Office of Judicial Records, within the Records Unit and/or Appeals Unit. Duties are performed following well-established procedures, including processing Legal documents, with or without close supervision. Work is performed under the immediate supervision of the department manager.

This is entry level clerical legal work. It differs from the nonlegal clerical classes by the constant work with legal documents and the degree of consequence of error and accountability involving the abstraction of pertinent information from legal documents in summary form to a docket which may serve as a basis for possible legal activity by counsel and the judiciary. Work is performed according to clearly defined rules and procedures, under direct supervision, in a training mode.

In order to apply and be considered for this position, please visit https://fjdcareers.phila.gov/Cyberweb/ to complete an application and upload a resume.

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.**

• Examines legal instruments to determine information for posting to dockets.
• Records filing dates and types of legal documents in CPCMS.
• Abstracts, summarizes and records filing dates, types of legal instruments, and in some cases, substance of legal documents into dockets.
• Returns incorrect documents for appropriate action if necessary.
• Processes documents in accordance with standard procedures.
• Processes Motions and Orders through E-Filing.
• Searches dockets to serve the public with information.
• Accepts filings from staff, judges, attorneys, and other interested parties and certifies essential documents for legal or personal transactions.
• Processes incoming official and essential legal documents for inclusion into a system of court records according to procedural rules.
• Checks court documents for errors and serves as a quality control check.
• Performs terminal or PC data entry on legal filing turn‑around documents from handwritten or coded material.
• Maintains a court record filing system with adequate controls, standards, and access restrictions.
• Resolves and responds to inquiries concerning court documents or actions, especially scheduling.
• Prepares legal documents for dissemination or appropriate legal action by signature.
• Distributes documents to correct destinations and may hand deliver legal documents or records.
• May verify the location of defendants.
• Instructs others on proper procedural steps.

** MARGINAL FUNCTIONS:**

Answers the telephone or may meet or greet callers.

Provides general information pertaining to assigned function.

Replenishes computer printer, copier, or fax machine paper supplies.

Performs other duties as assigned.

** ENVIRONMENTAL CONDITIONS:**

Standard courtroom and office conditions.

In order to apply and be considered for this position, please visit https://fjdcareers.phila.gov/Cyberweb/ to complete an application and upload a resume.

Competencies, Knowledge, Skills and Abilities

• General knowledge of court system purpose and record keeping processes.
• Ability to write legibly, type and construct a complete sentence.
• Ability to provide information clearly and concisely, both orally and via email.
• Ability to recognize different types of criminal documents and legal instruments necessary to effectively perform the docketing function.
• Ability to learn to extract and summarize information from legal instruments to fulfill the requirements for docketing legal information.
• Ability to learn and comply with applicable rules, regulations, and procedures as they apply to posting information into dockets pertinent to the assigned function.
• Ability to establish and maintain effective working relationships with coworker’s justice partners and the public.

In order to apply and be considered for this position, please visit https://fjdcareers.phila.gov/Cyberweb/ to complete an application and upload a resume.

Qualifications

1. High school diploma or equivalent and one to two years of progressively responsible clerical experience processing legal instruments and documents.
   OR

2. Equivalent combinations of training and experience providing the characteristics required to perform the essential functions of the class may substitute for those listed.

3. After meeting minimum requirements, successful completion of a panel review and/or interview process.

4. Must successfully complete a criminal background investigation.

5. Ability to perform the essential functions of a position in this class.

6. Covid-19 vaccination recommended.

7. Must work on site (not remote).

Additional Information

In order to apply and be considered for this position, please visit https://fjdcareers.phila.gov/Cyberweb/ to complete an application and upload a resume.

Salary Range: $38,123 - $41,437

Discover the Perks of Being a City of Philadelphia Employee:

• Transportation : City employees get unlimited FREE public transportation all year long through SEPTA’s Key Advantage program. Employees can ride on SEPTA buses, subways, trolleys, and regional rail for their daily commute and more.
• Parental Benefits: The City offers its employees 4 weeks of paid parental leave.
• We offer Comprehensive health coverage for employees and their eligible dependents.
• Our wellness program offers eligibility into the discounted medical plan
• Employees receive paid vacation, sick leave, and holidays
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Join the City of Philadelphia team today and seize these incredible benefits designed to enhance your financial well-being and personal growth!

Effective May 22, 2023, vaccinations are no longer required for new employees that work in non-medical, non-emergency or patient facing positions with the City of Philadelphia. As a result, only employees in positions providing services that are patient-facing medical care (ex: Nurses, doctors, emergency medical personnel), must be fully vaccinated.

The City of Philadelphia is an Equal Opportunity employer and does not permit discrimination based on race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, source of income, familial status, genetic information or domestic or sexual violence victim status. If you believe you were discriminated against, call the Philadelphia Commission on Human Relations at 215-686-4670 or send an email to faqpchr@phila.gov.

For more information, go to: Human Relations Website: http://www.phila.gov/humanrelations/Pages/default.aspx