Office Support II (PFA - Prothonotary Department)

Job Title

New Hires Starting Rate -$21.34

35 Hours Per Week

Position Summary

This position is responsible for processing Protection from Abuse Orders and other related documents received each day from hearings held in the Court of Common Pleas, creating new PFA cases on the official computer docket, documenting and tracking costs due or paid associated with PFA actions. Performs a variety of filing, timestamping, typing, and other clerical duties, and is responsible for the more detailed recording and processing of legal documents that require the exercise of judgment in the application of prescribed procedures. This position involves some independent judgment, with majority of work completed under general supervision. Frequent contact with the public, attorneys, Judges and their staff, the Sheriff's Office, Adult Probation and Parole, and other County departments, State Police, County prisons, and police departments. Employees in this position are sworn in as a deputy, which allows them to complete the process on behalf of the Prothonotary. Some supervision may be exercised over the work of one or more subordinate clerks.

Position Responsibilities

• Processes, issues, copies, certifies, and distributes all Protection from Abuse Orders, Civil Bench Warrants, and Bench Warrant Stays entered by the Family Court Judges and filed in this office. This also entails the preparation of envelopes for mailing.
• Creates each new PFA case on the official docket by entering all data from the document into the computer by case number. This includes identifying the type of case, judge assigned, date and time of filing, type of parties, names of parties, addresses of parties, filing attorney, name of document, cost of filing, and hearing dates.
• Checks, analyzes, and verifies information contained on incoming PFA documents for accuracy prior to filing and processing. May make some independent procedural decisions but should seek support as needed if documents are not correct and notify the appropriate party and/or the Judges' office for correction of procedure.
• Identifies, analyzes, verifies, and processes all PFA documents by making detailed entries on the docket of a case as it proceeds through the civil legal process. Must understand the nature of the filings to determine the corresponding language for entry onto the official docket, as well as understand if the document requires other actions to be taken with regard to the file, docket, or cost program.
• Enters all PFA-related costs due to the County, party responsible, and time allocation given for payment, per Court Orders, into the computer PFA Cost Collection Program and onto the official docket.
• Prepares, prints, issues, dockets, and distributes all Notifications of PFA Costs to parties and their attorneys.
• Processes and enters all Prothonotary and Sheriff PFA payments received, either by mail or in person, into the PFA Cost Collection Program and onto the official docket.
• Enters costs due for PFA cases scheduled for hearings onto the daily hearing list and makes copies for the Judges for use in their Courtroom the following day.
• Prints, verifies for accuracy, and forwards proposed Rule Returnable Orders for non-payment of PFA costs to the appropriate Judge for the scheduling of a non-payment of costs hearing, and upon return of the signed Rules, makes corresponding entries on the official docket.
• Prepares Cancellation of Hearing Notices upon payment of PFA costs in full, notifies Judge's Chambers and Court Administration.
• Assists the public in searches and answers inquiries related to PFAs.
• Answers phones and furnishes information to the public regarding PFA matters pending before the Court, as well as directs callers to other offices as appropriate.
• Operates various office equipment, including PCs, laser printers, copiers, scanners, and cash registers.
• Other duties as assigned.

Non-Essential Functions

• Assists with training co-workers as needed.
• Checks for accuracy the docket entry of all Sheriff Return of Service of PFA Petitions and Orders made on the Prothonotary computer case docket by the Sheriff's Office and enters corresponding Sheriff's costs, if applicable, into the PFA Cost Program.
• Retrieves, copies, and/or faxes documents/files maintained in the Prothonotary's office for the public, the Courts, various County Offices, State and Local Police Departments, School Districts, and Prisons, as needed.
• Checks files and the criminal system for updates of party addresses upon receipt of returned PFA mail and maintains a list of confidential party addresses.
• Tracks and locates documents throughout the office before processing has been completed, as requested.
• Assembles a variety of PFA data from office records for incorporation into various reports. Said data/reports may be maintained for audit purposes, court administration needs, and judicial requests.

Minimum Education and Experience

• High school diploma or possession of a valid G.E.D. certificate.
• Minimum of one (1) year of experience in general typing and office practices. Legal experience and/or school preferred.
• Any equivalent combination of experience and training that provides the required knowledge, skills, and abilities.

Minimum Knowledge, Skills, and Abilities

• Working knowledge of Prothonotary office methods, practices, and procedures.
• Ability to make mathematical calculations and perform detailed clerical work.
• Working knowledge of computers and software programs, including but not limited to Windows, Microsoft Word, and Excel.
• Ability to type at a rate of 47 words per minute from clear copy with 85% accuracy.
• Ability to communicate effectively both orally and in writing.
• Ability to understand and carry out both oral and written directions.
• General understanding of the law as it pertains to the Prothonotary's Office and the filing of civil documents, including the PA Rules of Civil Procedure, as well as all Local Rules governing Berks County.
• Ability to handle multiple tasks simultaneously in a very busy, fast-paced, public office with a high volume of detailed legal work that is subject to time pressures.
• Must possess a high degree of alertness, a keen willingness to learn, and the ability to undertake progressively more difficult assignments.
• Understanding and ability to adhere to the confidentiality of information contained in files and/or on documents sealed by law or by court order.
• Ability to handle stress.
• Physical presence in the office is required.

Physical Demands

• Ability to sit and stand for up to 2 to 3 hours without a break.
• Bending, pulling, and reaching for files.
• Ability to lift docket books and files weighing up to 45 lbs.
• Ability to move storage boxes weighing in excess of 40 lbs.
• Stamina to handle a stressful, demanding, and physical job.

Working Environment

Normal office environment