A Court Clerk is responsible for acquiring, preparing, completing, executing and distributing all Court files/documents for each matter heard (Forms, Orders, Sentence Sheets, Trials, etc.) by the Judges of the Court of Common Pleas – a state-level trial court of general jurisdiction. A Court Clerk must be proficient in same for all divisions – Civil, Criminal, Family, Juvenile and Orphans Court. A Court Clerk must act as Court Liaison with all departments and keep detailed minutes of all court proceedings. This position requires the exercise of independent judgment and discretion and is of substantial importance to the operation of the Court. The nature of the work in this function is confidential. A Court Clerk must work closely with other Court staff, and most particularly with Chambers Staff as to all courtroom proceedings. Review Court calendar on a daily basis. Advise Chambers Staff of any matters/changes that may have impact on the courtroom schedule. The Court Clerk has the direct responsibility for the efficiency of his/her courtroom. The Court Clerk is responsible for any other duties specific to their assigned courtroom/Judge.
- General duties: Review with the Judge and Crier the daily schedule and communicate with various departments. Act as a liaison between Attorneys, Pro-Se Parties, Plaintiff, Defendants, Petitioners/Respondents and the Court. In the absence of the Crier, the Clerk swears in witnesses and assists the Court in making arrangements for sequestered Jurors. Has daily contact with Sheriff’s Department to ensure security in the courtroom. Supervises all courtroom personnel. Must be able to access all Court related documents and navigate all court-related programs. Communicate with Judge and discuss any inquiries he/she may have;
- Obtains files for all scheduled cases. Obtains, prepares and places files in chronological order. Review each file for any outstanding bench warrants, and/or petitions relating to court proceedings. Ensures that each file contains the relevant paperwork and proper Order attached. Print out the necessary Petitions/Motions and any additional information for those Judges who do not refer to court files;
- Assume responsibility for all forms being properly executed and filed. Must have knowledge of proper forms used for each court proceeding and assumes responsibility for acquiring and preparing of all forms, legal documents and correspondence necessary to enable court proceedings to flow efficiently. Must have knowledge to draft Orders; Processes all Court Orders, including e-filing, and correspondence to completion in criminal, civil, family and juvenile matters. Maintain knowledge and procedures in all divisions of the Court. Accurately annotate daily lists and Orders and distribute same to the appropriate departments;
- Court Liaison. Interpret and pass information to the Bench and court-related departments. Prepares and communicates the directives of the Court to Judicial Secretaries, Court Administration, Clerk of Courts, Adult Probation, Prothonotary, Court Interpreter, Domestic Relations, Sheriff’s Department and other court-related departments;
- Record keeping. Keep accurate, efficient and legible minutes of trials, hearings, court procedures and Interpreter’s time. Caption all participants such as attorneys, defendants/respondents, plaintiffs/petitioners, and juror’s names. Keep time of commencement and adjournment of Court. Keep accurate Reporter Sheets on all matters heard;
- Jury Trials. Responsible for seating and swearing in Jury Panel. Distribute Jurors’ Questionnaires to counsel, removing selected Jurors’ Questionnaires and retaining them until the completion of the Jury Trial. Keep account of the collective and individual voir-dire. Assist Tipstaves in strikes for cause and pre-emptory strikes during Jury Selection. Validate and confirm Attorneys’ strikes prior to presenting Petit Voir Sheet for Attorneys’ signatures. Once jurors are selected, announce names, new juror numbers and assist in seating. Swear in Jury according to the law. Prepare sheet of selected jurors and distribute to all appropriate personnel. Render and record the Verdict as announced by the Foreperson under the direction of the court;
- Train new Court Clerks. Under the direction of the Supervisor, train newly employed clerks by giving them intensive direction and training in all divisions of the Court. Assist them in identifying all necessary paperwork and orders required in each file for the matters before the Court;
- Computer skills. Knowledge of all court-related computer programs; Prothy Viewer, Oracle, CPCMS and Main Forms Management. Knowledge of Microsoft, Internet Explorer and the Montgomery County Link which assists and enhances the function of the Court in criminal, civil, family and juvenile courts. Responsibility for accurately retrieving data from (CPCMS), Sherlock (Sheriff’s Transportation List of defendants) and Court Clerks PFA. Must create personalized forms when Judge requests and then enter into Main Forms Management;
- Adaptability. The Court Clerk must be able to navigate from courtroom to courtroom and adapt themselves to each division of the Court. They must be mindful that each Judge has a different procedure and may have their own specialized forms. They must be able to be ready to transition to another assignment in the same day. The ability to work beyond established court hours as needed by the Court is an occasional requirement of the position.
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 accommodations may be made to enable individuals with disabilities to perform the essential functions;
- College Degree Preferred (not required);
- Paralegal Certificate Preferred (not required);
- Must maintain confidentiality at all times;
- Must project a professional demeanor;
- Must possess excellent inter-personal, written and oral communication skills;
- Must have the ability to keep accurate, efficient and legible minutes of trials, hearings and court proceedings;
- Must be able to work calmly and proficiently;
- Must be reliable, dependable, well organized and detail-oriented;
- Must be computer literate with the ability to learn and become proficient in the use of new software programs, as required.
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 frequently is required to sit for long periods of time. 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.
