Job Description

Posting number: 26-297A

Department: Register of Wills

Job classification: Supervisor, Orphans' Court Clerk

Posting type: Open

Categories: Office and Administrative Support

Summary

The Supervisor, Orphans’ Court Clerk oversees the daily operations of the Orphans’ Court Department and supervises departmental staff to ensure efficient case processing, compliance with court procedures, and high-quality public service. This position works closely with Orphans’ Court judges, judicial staff, attorneys, and the public regarding filings, hearings, adoptions, guardianships, and appellate matters.

Examples of duties

Supervisory & Administrative Duties

• Supervise, train, and evaluate staff within the Orphans’ Court Department.
• Maintain working knowledge of all departmental functions and staff responsibilities.
• Assign and distribute workloads to ensure timely processing of filings and coverage during staff absences.
• Assist in developing and implementing departmental procedures and workflow improvements.
• Support the Second Deputy with time and attendance administration and related personnel matters.

Court Operations

• Work closely with Orphans’ Court judges, staff attorneys, and judicial staff regarding case scheduling and court operations.
• Assist with coordination and administrative decisions related to hearings and court proceedings.
• Review and process court orders as directed by the judges.

Case Processing & Filings

• Accept and process Orphans’ Court filings submitted electronically and over the counter.
• Process appeals to the Appellate Courts of Pennsylvania.
• Oversee adoption filings and electronic filing procedures.
• Assist members of the public with procedural questions related to adoptions and other Orphans’ Court matters.
• Oversee guardianship matters, including monthly guardianship reporting requirements and required notices to guardians and state agencies.

Financial & Reporting Responsibilities

• Verify cashier drawers and prepare bank deposits as needed.
• Prepare monthly and annual reports for the Administrative Office of Pennsylvania Courts (AOPC).
• Ensure accurate recordkeeping and compliance with applicable court procedures and reporting requirements

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Bachelor’s Degree.
• 5 years related legal experience – Experience with trusts, estate planning, guardianships, and adoptions.
• Excellent verbal and written communication skills.
• Ability to work well with the public and co-workers.
• Excellent typing, word processing and data entry skills.
• Accurate, detail-oriented and able to prioritize and ensure that deadlines are met.
• Well organized.
• Efficient worker, keeping all work processed with no 'back log'.
• Excellent telephone and people skills.
• Project a professional demeanor, working calmly and productively under pressure.
• Excellent computer skills with knowledge of MS Office Products, as well as various other computer software packages.
• Independent, responsible, self-motivated worker.
• Team worker, helping co-workers when needed.
• Excellent knowledge of standard office procedures.
• Knowledge of County policies and procedures.
• Must be able to operate the following equipment: Computer/Printer, Telephone, Copier, Fax.

Supplemental information

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand; walk; sit; and talk and hear. The employee is occasionally required to use hands to finger, handle or feel objects, tools or controls; reach with hands or arms; and stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision and depth perception.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function.

The noise level in the work environment is usually moderate.