First Deputy - Prothonotary Office

Schuylkill County Prothonotary is looking a highly motivated, organized and detail-oriented individual to fill the Position of 1^st Deputy

Based in the Schuylkill County Courthouse

JOB TITLE:                  First Deputy Prothonotary

DEPARTMENT:            Prothonotary's Office

GENERAL SUMMARY: Under direction, supervise Second Deputy and Clerks in performance of job duties and responsibilities, process court records for Court of Common Pleas, Civil division; assist with court proceedings; assume the duties of Prothonotary in the absence of the office holder.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Provide direct supervision to Second Deputy and Clerks; provide direction and training, recommend and communicate department policy and procedure, demonstrate methods and techniques to improve efficiency, review work to ensure proper order; resolve non-routine problems or refer to Prothonotary; recommend assignment and scheduling of work, recommend hiring and discipline.

Perform bookkeeping duties; check financial transactions to ensure proper fees are collected and posted to correct account; supervise the reconciliation of accounts and cash drawer; prepare proper disbursements; supervise preparation of deposits; prepare financial reports; recommend and maintain separation of financial duties within accepted accounting principles.

Prepare budget recommendations; review revenues and expenditures; prepare itemized cost summary of proposed budgetary needs.

Supervise the audit of record files to ensure proper order; supervise and audit preparation of purge list of inactive records; direct file storage and archival activities.

Prepare state mandated reports, including, but not limited to: number of divorce cases, land/boundary complaints, and arbitration hearings per month, and number of civil abuse cases per quarter.

Perform duties and responsibilities of Prothonotary; process court records for Court of Common Pleas; Civil division; assist with court proceedings.

JOB SPECIFICATIONS:

*Indicates developed after employment

Education/Employment: Any combination of education and experience which indicates possession of the skills, knowledge and abilities listed below. An example of acceptable qualifications for this position is completion of high school degree and additional training and experience with office and court procedures.

Knowledge:

Thorough knowledge of department policy and procedure.*

Thorough knowledge of office practices and procedures.

Thorough knowledge of state and local court rules and civil procedures.*

Thorough knowledge of legal terminology.*

Thorough knowledge of PA Government Records Retention Act.*

Thorough knowledge of supervisory principles and practices.

Advanced knowledge of bookkeeping. *

Skills:

Typing and operation of computer keyboard

Basic-to-Moderate knowledge of computer software, including, but not limited to:  word processing, spreadsheets, accounting, email and/or internet browsers. *

Moderate-to-Thorough knowledge of computer software adopted for use by the Court or Prothonotary. *

Abilities:

Ability to interpret court proceedings and prepare accurate records.

Ability to exercise discretion and independent judgment with respect to matters of significance.

Ability to apply supervisory principles to practical, everyday situations.

Ability to provide direction as leader of a work unit.

Ability to communicate effectively with court officials, attorneys, victims, defendants and other

members of the public.

Ability to respond to angry or upset individuals with tact and patience.

Ability to demonstrate a polite and courteous manner toward the public.

Ability to follow detailed procedure in a consistent fashion.

Ability to demonstrate physical fitness to include moving from desk to counter frequently to

wait on the public and sitting at a computer keyboard for extended periods of time.  Moderate bending, squatting, stooping and lifting up to 25 lbs. is required.

Ability to add, subtract, multiply and divide whole numbers.

Work Schedule & Requirements:

Monday – Friday, 8:30AM to 4:30PM

Self Motivated, Organized and the ability to work independently. Strong Communication skills, both verbal and written. Must handle confidential information with discretion

Physical Requirements:

Ability to sit at a desk, work on a computer for extended periods

Light walking, visual acuity for reading and screen work. Operate standard office equipment.