Job Description

Position Title: Teamsters Administrative Assistant I

Department: Prothonotary's Office

Starting Rate: $18.73 per hour

Dauphin County Prothonotary's Office is currently accepting applications for the full-time position of Teamsters Administrative Assistant I This is very responsible support work, time-bound and with serious consequence of error, involving customer service, appreciable (Windows-based) data entry, manual filing, and staff instruction in the Prothonotary’s Office. An employee in this position receives, reviews, copies, routes, dispatches, and/or files standard legal documents, in automated and manual format, reporting discrepancies to the elected official or his/her designee. The incumbent types standardized legal documents (hard copy); demonstrates and describes procedures to junior staff; and reports to the Prothonotary, 1st Deputy or 2nd Deputy as the Prothonotary directs. The employee in this position is also responsible but not limited to performing the following essential functions listed below:

ESSENTIAL FUNCTIONS OF JOB

1. Responsible for new note actions and all associated docketing, scanning, indexing (including entry of Image ID Numbers into FullCourt system to appropriate cases and ROA entries).
2. Proofs Federal tax liens.
3. Performs other job-related duties as required.

OTHER DUTIES OF JOB

1. Assigns docket numbers for new civil actions received at counter and/or through the mail.

2. Answers customer queries, in person and by phone; retrieves, interprets, and/or copies and dispatches requested information.

3. Greets, directs, and announces visitors; retrieves and copies public records, or directs callers to proper repository, as requested/according to standard procedure.
4. Maintains and updates dockets.
5. Notarizes documents, in accordance with applicable law.

6. Opens, sorts, and routes mail; answers phones, routes calls, and takes messages.

7. Receives and receipts for fees, costs, payments on awards, security, and escrow.
8. Receives, proofs, dockets and files incoming judgments, receiving and receipting for associated fees; solicits correction or re-issuance of erroneous documents.
9. Trains new hires and assists in training junior staff, serving as liaison between staff and 1st or 2nd Deputy.
10. Transcribes data for exemplified records, ensures affixing of prescribed signatures to records dispatched out of state.
11. Performs other job-related duties as required.

BACK-UP DUTIES

1. Handles all associated docketing, scanning, indexing (including entry of Image ID Numbers into FullCourt system to appropriate cases and ROA entries), filing, distribution and required reports for PFA, ICC and PFAD.
2. Prepares civil actions to the Appellate Courts; City Work/Municipal Liens; proofs Arbitration Awards; handles Notary Registrations; proofs Default Judgments; and all associated docketing, scanning, indexing (including entry of Image ID numbers into FullCourt system to appropriate cases and ROA entries), filing, distribution and required reports.
3. Proofs and files entry of all Municipal Liens (including the City of Harrisburg).
4. Performs other duties in a back-up capacity, as assigned.

QUALIFICATIONS

A. EDUCATION/TRAINING

• Graduation from high school or an accredited equivalency program, plus some clerical and computer training.

B. WORK EXPERIENCE

1. 1-2 years working experience in office environment, county government or court system. Or, any acceptable combination of equivalent training and/or experience.
2. KNOWLEDGE, SKILLS AND ABILITIES REQUIRED
3. Must be able to speak and understand the English language in an understandable manner in order to carry out essential functions of job.
4. Must possess good communication and interpersonal skills.
5. Must possess ability to function independently, have flexibility and the ability to work effectively with the public, employees, co-workers and others.
6. Must possess the technical knowledge of operating personal computers and other office equipment with accuracy and reasonable speed.
7. Must possess general knowledge of modern office practices and procedures and ability to apply same to essential duties of job.
8. Must possess knowledge and ability to practice current and accurate usage of standard English grammar, spelling and filing procedures; must possess knowledge of applicable legal terminology.
9. Must possess ability to learn assigned clerical tasks and adhere to prescribed departmental procedures.
10. Must possess knowledge of pertinent Federal, State, and local rules and regulations.
11. Must possess knowledge of applicable Rules of Court (Common Pleas and appellate) and rules of Civil Procedure.
12. Must possess knowledge of applicable court calendars and deadlines.
13. Must possess ability to learn county and legal rules, procedures and practices as necessary within department.
14. Must possess ability to interpret legal Judgments and Adjudications.
15. Must possess ability to be able to handle a variety of clerical duties and switch from one to another throughout the workday.
16. Must possess ability to establish effective working relationships with departmental superiors; peers; County administrators; real estate abstractors; attorneys; and other interested persons.

SUPERVISION RECEIVED

• Receives occasional instructions and some supervision from the Prothonotary or 1st or 2nd Deputies in regard to daily work duties.

SUPERVISION GIVEN

• None

WORKING CONDITIONS

• Works indoors in adequate office space, lighting, ventilation and temperatures.

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, carrying, pushing, pulling, 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.

Please note: Having a prior conviction does not automatically disqualify you from employment. Each situation will be reviewed individually, considering the nature of the offense, its relevance to the position, and the time elapsed since the conviction.

Dauphin County is an equal opportunity employer and is committed to an inclusive workplace free of discrimination and harassment. Dauphin County prohibits discrimination and harassment of any type and affords equal employment opportunities to all employees and qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, pregnancy, age, national origin, physical or mental disability, protected veteran status, or any other characteristic protected by federal, state, or local laws.