Clerical Technician 3 - Civil
The Clerical Technician 3 – Civil Division is responsible for performing administrative and professional work in the Civil Division of Court Services for the County of Northampton. This position independently prepares, carries out, and takes definitive action regarding processes and functions that are integral parts of the department's mission.
This position reports directly to the Deputy Court Clerk, Lead Deputy Court Clerk, Real Estate Deputy Clerk, or the Clerk of Court.
This position is not responsible for the supervision of other employees or functions.
ESSENTIAL DUTIES OF THE POSITION
Answers telephone and receive visitors to office. Provides exceptional customer service by effectively communicating with visitors by telephone, email, or in person. Adequately resolve visitors’ issues, or directs visitors to appropriate staff able to provide assistance.
Attends Court on a regular basis as per the Civil Court or Sheriff Sale schedule. Completes any related paperwork and forwards to other County Departments as necessary.
Participates in jury selection process for jury trials. Records jury selection/strikes on Jury List. Announces names of the selected jurors to the Court and swears in the jurors.
In jury trials, announces jury’s verdict to the Court by reading the verdict slip.
As assigned, receives and processes cash, money orders, and credit card payments using cash register. Charges appropriate fees as per the Northampton County Civil Division Fee Schedule and/or Northampton County Sheriff’s Fee Schedule. Calculates estimated and final court costs. Reconciles cash drawer daily and prepares deposits.
Establishes and maintains files on alphabetic, chronological, numerical or other basis; retrieves requested materials from files; signs, date-stamps or otherwise identifies and/or controls files.
Assembles and makes sufficient copies of Court records, agendas, case files, and other required documents. Provides for service to attorneys, County officials, or other necessary parties.
Composes correspondence using Microsoft Office and Outlook, or any other necessary applications.
Receives documents for recording and processes all correspondence in accordance with the Rules of Civil Procedure. Utilizes data entry skills to docket all filings in the Case Management system or any other applications as required.
Drafts and updates sections of the Civil or Civil-Sheriff Division procedure manual for areas of specialization.
As assigned, completes additional training and certification process to become a Passport Acceptance Agent.
Participates in cross training as necessary in order to develop areas of specialization.
*An employee assigned to this title shall perform a majority, but may not perform all, of the duties listed in this job description. Conversely, minor level duties performed on the job may not be listed. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
REQUIRED MINIMUM QUALIFICATIONS
EDUCATION & EXPERIENCE - Completion of a high school, or general equivalency, diploma; AND
One (1) year of general clerical work experience in an office environment, preferably in a legal or judicial setting.
OTHER REQUIREMENTS - Applicants must be fully vaccinated against COVID-19, and present valid proof of vaccinated status, in order to be eligible for hire with the County of Northampton. According to the Centers for Disease Control (CDC), people are considered fully vaccinated two (2) weeks after their second dose in a 2-dose series (such as Pfizer or Moderna vaccines) or two (2) weeks after a single-dose vaccine (such as Johnson & Johnson’s Janssen vaccine).
The County of Northampton will follow the Centers for Disease Control (CDC) guidelines with regard to booster(s) and when individuals are considered fully vaccinated.
KNOWLEDGE, SKILLS, AND ABILITIES
Basic knowledge of County Court processes and legal terminology.
Knowledge of computers and computer software, including Microsoft Office applications. Ability to develop Excel spreadsheets and create formal correspondence in Microsoft Word.
Excellent communication and interpersonal skills with the ability to listen effectively, respond appropriately and maintain mutual comfort level while relating to a diverse clientele, both verbally and in writing.
Skill in public speaking with the ability to communicate effectively before an entire courtroom.
Skill in gathering information from and explaining procedural and/or processing requirements to visitors, callers, clients, members of the public and representatives from other offices both within and outside of the County or the Court.
Excellent time management, prioritization, and multitasking skills, along with the ability to maintain sufficient flexibility to respond to immediate demands.
Ability to learn to utilize the necessary software specific to the Civil Division and the Civil-Sheriff Division.
Ability to establish and maintain filing and other recordkeeping systems.
Ability to preserve confidential and sensitive information.
Ability to maintain composure and tactfully handle sensitive situations.
Ability to establish and maintain working relationships with County staff, other agencies, and the general public.
Ability to read, write, speak, understand, and communicate in English to perform the duties of this position.
Ability to add, subtract, multiply and divide in order to perform the functions of the position.
TOOLS AND EQUIPMENT
Telephone, personal computer (including Microsoft Office applications and other specialized software), calculator, adding machine, microfiche equipment, automatic sorters, collators, check signers, fax machine, copy machine, scanner, and other office equipment.
While performing the duties of this job, the employee is frequently required to walk, sit, talk or hear.
The employee must frequently lift and/or move up to twenty (20) pounds.
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.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
The noise level in the work environment ranges from quiet to moderately noisy.
Formal application, rating of education and experience, interview, and reference check as well as job related tests may be required.
The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
FLSA STATUS: FLSA NON-EXEMPT (ELIGIBLE FOR OVERTIME)
DESIGNATION: CAREER SERVICE
PAY GRADE: CR-15
UNION STATUS: AFSCME COURT RELATED NON-PROFESSIONAL
Updated November 2021