Job Description

Job 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.

OVERALL OBJECTIVE OF JOB

This is very responsible time-bound bookkeeping and clerical support work in the Prothonotary’s Office. An employee in this position acts as Office bookkeeper, calculating and transmitting bank deposits, establishing and updating associated financial records. The employee in this position also reviews dockets for inactive cases in preparation for purging. The incumbent reports to the Prothonotary or 1st Deputy, as the former directs.

ESSENTIAL FUNCTIONS OF JOB

1. Daily, reconciles receipts and prepares bank deposit.
2. Handles all associated docketing, bookkeeping and distribution of landlord/tenant wage attachment payments.
3. Daily, retrieves and groups files for timely delivery to Court on ensuing day. Prepares files, ensuring completeness, and logs in and out of computer.
4. Mails reminder notices for overdue costs and fines of PFA and ICC cases.
5. Perpetually reviews dockets for inactive cases, in accordance with prescribed schedule (i.e., three-year-old dockets reviewed for cases evidencing elapse of two years without activity). Retrieves cases thus identified; identifies parties thereto; examines files for inactivity and misfiled documents. Gives to Court for preparation of first and second letters advising attorneys and parties of cases’ imminent purge.
6. Monthly, reconciles monthly receipts and prepares and submits all monthly financial reports.
7. Monthly, reconciles monthly bank statements to escrow accounts.

BACK-UP DUTIES

1. Dockets and reviews all legal filings and pleadings (including, but not limited to, Petitions, Motions, Answers to Motions, Rules, or Complaints; Appearances; Praecipes; Notices of Appeal; Discovery; briefs; memoranda; affidavits; Proofs of Service/not effected by Sheriff) for timeliness, completeness and correctness. These legal filings and pleadings are those received subsequent to the original filings and pleadings of the respective cases.
2. Dockets Termination Orders of inactive cases selected for purge.
3. Receives and dockets temporary Protections from Abuse (PFA) and associated Hearing Notices from court (including contempt hearings); electronically submits copies of PFAs and datasheets to state police; conforms, certifies and delivers plaintiffs, defendants, and sheriff’s copies to latter; distributes copies to District Attorney’s Office; YWCA; Dauphin County Prison (DCP); Adult Probation; Victim/Witness; Pre-Trial Services; Public Defender’s Office; Emergency Management Agency (EMA); municipal police departments; Central Pa. Legal Services; and attorneys-of-record.
4. Files Petitions, Temporary Orders and Notices of Hearing on PFAD and makes any changes to the Temporary Orders (if Judge has ordered any); creates Data Sheets; transfers data sheets to Pennsylvania State Police (PSP) within 24 hours of receipt of PFA Orders.
5. Enters orders on Full Court or PFAD in accordance with established procedures for approved orders; denied orders with hearing; or denied orders, no hearing; followed by the Final Order and Order Assessing the Costs (unless the Costs are waived).
6. Prepares (manually) capiases for PFA defendants; delivers same to Sheriff’s Office for service; retrieves; dockets, and files returns-of-service.
7. Performs other duties as assigned.

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

1. Works indoors in adequate office space, lighting, ventilation and temperatures.
2. Works with average indoor exposure to noise and stress, but subject to frequent disruptions.
3. Normal indoor exposure to dust/dirt.

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.

QUALIFICATIONS

A. EDUCATION/TRAINING

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

B. WORK EXPERIENCE

• 1-2 years working experience in office environment, county government or court system. Or, any acceptable combination of equivalent training and/or experience.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

1. Must be able to speak and understand the English language in an understandable manner in order to carry out essential functions of job.
2. Must possess knowledge of principles of bookkeeping and basic accounting.
3. Must possess good communication and interpersonal skills.
4. Must possess ability to function independently, have flexibility and the ability to work effectively with the public, employees, co-workers and others.
5. Must possess the technical knowledge of operating personal computers and other office equipment with accuracy and reasonable speed.
6. Must possess general knowledge of modern office practices and procedures and ability to apply same to essential duties of job.
7. 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.
8. Must possess ability to learn assigned clerical tasks and adhere to prescribed departmental procedures.
9. Must possess knowledge of pertinent Federal, State, and local rules and regulations.
10. Must possess knowledge of applicable Rules of Court (Common Pleas and appellate) and rules of Civil Procedure.
11. Must possess ability to learn county and legal rules, procedures and practices as necessary within department.
12. Must possess ability to be able to handle a variety of clerical duties and switch from one to another throughout the workday.
13. Must possess ability to establish effective working relationships with departmental superiors; peers; County administrators; real estate abstractors; attorneys; and other interested persons.

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.