In order to be considered for this position, applicants must successfully submit a completed application prior to the posting deadline. Applications submitted with incomplete or missing education and/or work experience sections will be considered incomplete and will not be reviewed. These applicants will be disqualified from consideration. The attachment of a resume to the application does not fulfill this requirement and will not prevent incomplete applications from being rejected. Education and work experience fields must be completed, regardless of the presence of an attached resume.

Once the posting closes, all applications will be reviewed. The information provided on the application will be utilized to determine whether or not each applicant meets the Minimum Requirements for this position as noted in the Job Description. We encourage all applicants to provide a comprehensive, concise history of their education, certification, licensing, and employment history. Please read the Minimum Requirements thoroughly and then demonstrate that you meet these requirements on your application.

For questions regarding this posting, please contact Sherry Christman, Human Resources Analyst at schristman@norcopa.gov or 610-829-6382.

Equal Employment Opportunities - It is the policy of Northampton County to provide equal employment opportunities (EEO) to all persons regardless of race, color, national origin, religion, sexual orientation, marital status, sex, gender identity, gender expression, age, genetic information, disability, or any other status protected by the Pennsylvania Human Relations Act, Title VII of the Civil Rights Act of 1964, the Age Discrimination in Employment Act (ADEA), and the Americans with Disabilities Act (ADA) and any other state, federal, or local law.

GENERAL PURPOSE
As directed, the Deputy Court Clerk oversees the work of a staff of lower level clerical and technical positions engaged in examining, recording, processing, and controlling legal instruments and government records in the Civil Division of Northampton County's Department of Court Services. Work includes responsibility for funds accounting and resolving problems encountered by office staff. Technical responsibilities include providing system support and staff training and development related to department computer systems.

SUPERVISION RECEIVED
This position reports directly to the Clerk of Court - Civil and/or the Lead Deputy Court Clerk - Civil.

SUPERVISION EXERCISED
This position is responsible for supervision over the following classifications: Clerical Specialist and Clerical Technician 3.

ESSENTIAL DUTIES OF THE POSITION
Coordinates receipt and filing of legal documents from various sources. Answers questions and resolves problems with any aspect of filing. Maintains control record of such cases for use in subsequent inquiries, dismissal, or other action. Receives and processes court orders in areas of Civil and/or PFA (Protection from Abuse).

Takes verdicts and sentencings, pleas, and other information in open court for subsequent processing. May swear in juries. May process naturalization petitions and issue certificates. May process bench warrants.

Maintains manual and computer records of activities and operations, using same to prepare reports for submission to Court, County, State, and other governmental agencies.

Makes daily work assignments to lower level clerical and technical personnel engaged in processing transactions, attending court sessions, and controlling activities of the Civil Division.

Develops, or suggest changes to, routines for carrying out the work of the division. Instructs office personnel in new or different procedures, changes in regulatory or precedent case law, or other activities. Advises lower level staff on general procedures and/or specific problems. Reviews work for conformance to requirements and timeliness. Corrects errors or directs individual to make such corrections.

Supports the department computer system(s) and software, which includes providing system and user support, and ensuring that updates are efficiently implemented.

Maintains personnel, leave, and payroll records for administrative use. Provides information for use by supervisor in disciplinary actions, performance appraisals, and other personnel management actions.

Assists as needed with implementing professional development and training programming for all Civil division employees on a range of topics related to work performance, proficiency, and productivity.

Oversees or performs accounts functions including maintaining records, receipts, and disbursement of funds. Writes and approves checks. Prepares fiscal and audit reports. Creates new or revised legal and administrative forms and docket books to meet requirements and improve efficiency and usefulness.

Answers questions and advises County, Court, law enforcement, and other government officials, and members of the public about administrative procedures, changes, and newly-enacted laws affecting the Civil Division. Implements a retention and disposal program for legal documents and government records.

*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

At least three (3) years of full-time or full-time equivalent direct clerical, technical, or administrative experience working in a court, government administration, or legal setting.

NOTE - An Associate's Degree in public administration, criminal justice, or a closely related field may be substituted on a year-for-year basis for up to two (2) years of the three (3) year general experience requirement.

KNOWLEDGE, SKILLS, AND ABILITIES
Ability to develop a thorough knowledge of administrative legal and procedural statutes, rules, and regulations governing civil court cases and the administrative law process.

Understanding of the principles, practices, and organization of County, Court, and related offices and agencies as they pertain to the administration of the Civil and PFA functions.

Familiarity with basic personnel, accounting, and related public administration methods and techniques.

Ability to make work assignments, oversee the accomplishment of established work operations, and resolve technical and/or administrative problems.

Proficiency in operating a personal computer and software programs to perform data entry and reporting functions.

Ability to review work procedures and recommend changes to increase operational efficiency and productivity.

Ability to establish and maintain effective working relationships with officials and representatives of other County and Court offices, members of the bar, and individuals with cases, concerns, and other matters before the Court.

Ability to maintain records and prepare reports from same.

Ability to read, write, speak, understand, and communicate in English sufficiently to perform the duties of this position.

TOOLS AND EQUIPMENT
Telephone, personal computer (including word processing, spreadsheet, and any specialized software), calculator, writing implements, fax machine, copy machine, and paper shredder.

PHYSICAL DEMANDS
While performing the duties of this job, the employee is frequently required to walk, sit, talk, or hear.

The employee must occasionally lift and/or move up to twenty-five (25) 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.

WORK ENVIRONMENT
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 is usually quiet.

SELECTION GUIDELINES
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-18
UNION STATUS: COURT RELATED NON-PROFESSIONAL UNION

Updated April 2024