Counter Clerk

County of Montgomery • Norristown, PA • 2h ago

SUMMARY

The Counter Clerk's responsibilities include processing civil filings that are e-filed, mailed in, and brought over the counter, certifying copies of court filings, processing passport applications, processing appeals to higher court, and registering notary signatures.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Promote an inclusive and equitable culture where all people, including those from diverse racial/ethnic, gender identity, age ability/disability, religion and socioeconomic backgrounds feel they belong and can thrive.

Assist customers by filing civil documents, answering procedural questions, and processing copy requests.

Review civil filings for the Court of Common Pleas, either over-the-counter, by mail, or through the electronic filing program, by ensuring the document conforms to filing requirements as determined by office policies and procedures, which are based on legal statutes.

Process and docket filings that meet the requirements; prepare comprehensive and complete rejections for filings that do not meet the requirements.

Process passport applications; take photographs of passport customers.

Certify copies of court filings.

Operate microfilm machine and utilize archival platform to locate older court records.

Record notary signatures.

Record transfer cases received from other counties and courts and notify proper parties of receipt of cases.

Process appeals to Higher Court.

Ensure proper payment is received for any filing that requires a fee. Generate receipts for fees collected; ensure daily deposit for checks and cash is correct. Ensure proper placement of daily deposit in the safe.

Notify the Bookkeeping department of post-filing, abuse, and escrow payments.

Answer phones and return voicemails; assist with inquiries, direct calls to proper departments and take messages for co-workers and supervisors.

Assist the public, attorneys, and Courthouse staff on work-related issues in a professional manner.

Able to organize and prioritize large volumes of work, meet deadlines, and deal with time-sensitive documents.

Sort mail received from the post office and from overnight delivery services and process filings that are left in the drop box.

Operate computer, time stamp machine, Court sealer, and other office equipment in the proper fashion.

Possess knowledge of forms, be familiar with legal terms and keep current with changes in procedures.

Deliver FedEx and UPS returns to their drop boxes as needed and regular mail to the post office on Friday afternoons.

Additional responsibilities as assigned.

QUALIFICATION REQUIREMENTS

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.

Demonstrated commitment to valuing diversity and contributing to an equitable and inclusive working environment.

Excellent verbal and written communication skills.

Exceptional presentation and organizational skills.

Computer literate.

In-depth familiarity with the e-filing system and several other operations systems a plus.

Ability to work effectively under pressure.

Well organized; attention to detail.

Promote a professional atmosphere.

Must be a team player and contribute to a positive office environment.

High school diploma or equivalent.

Previous office experience.

PHYSICAL DEMANDS

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 remain in a stationary position during shift; move throughout building; and communicate. 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 occasionally lifts and/or moves 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.

MONTGOMERY COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER

Montgomery County complies with the Civil Rights Act of 1964 prohibiting discrimination in employment practice because of race, color, religion, sex or national origin; P.L. 90-202 prohibiting discrimination because of age; and the Americans With Disabilities Act of 1992, prohibiting discrimination against the handicapped in employment or the provision of services.

Diversity, Equity, and Inclusion (DEI) are core values to the County of Montgomery. We continue to build an organization that values, supports, and embraces diversity while simultaneously creating a more inclusive and equitable workplace. We will also continue to leverage and build upon the resources, talents, strengths, and opportunities available in our community. The County is also committed to aligning our culture and business practices to be a vibrant example of equity, inclusion, and belonging for all.

The County expects and requires employees to treat others with dignity, respect, and professionalism at all times. Staff are to exhibit conduct that reflects inclusion during work activities, at work-related functions, whether on or off County property, at all County-sponsored events, and through all processes and services the County provides.

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