Clerical Specialist (Public Defender)

Starting Compensation:

$35,139.00/Annually

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Job Description:

JOB SUMMARY

Assisting all walk-in clients with intake process, answering all incoming calls, scheduling preliminary hearings and block preliminary hearings at the magisterial district judge level.  Assemble files containing forms required for representation.  Notify clients and MDJ's of hearing dates.  Track and monitor files after case has been returned to court; update scheduling calendars.  Close files, send correspondence, assist in all areas of the office environment.

ESSENTIAL JOB FUNCTIONS

1.  Telephone Receptionist:

    (a)  Answer the telephone within four (4) rings; if there are multiple calls put a call on hold to get a second incoming call; be courteous;

    (b) Field calls to appropriate PD staff       

    (c) Email or transfer clients to voice mail to the assigned APD; provide accurate information on telephone messages;

    (d)  Assist clients who are applying for representation when necessary.

2.  Office Receptionist:

     (a)  Provide courteous service to clients and the general public;

     (b)  Provide clients with accurate information when instructed to do so by public defenders; do not volunteer legal information or try to give legal advice to clients;

     (c)  Assist clients in preparing intake materials if necessary.

3.  Mail Distribution/General Clerical Duties:

     (a)  Collect, clock in and distribute mail to office personnel;

     (b)  Prepare outgoing mail and take it to mailroom;

     (c)  Sort mail from prisoners daily re-route it to appropriate staff person.

4.  File Preparation for Walk-in Clients:

     (a)  Prepare files for a new case in the same day or the day after a client has qualified for the services of a public defender and has come to our office with the paperwork from Bail Administration; enter data in LegalEdge for walk-in clients;

     (b)  Screen intake information for possible conflicts of interest and advise Chief PD when you have prepared the file when walk-in clients need to appear for Arraignment Court, Status Conferences, and Call of the Criminal Trial Lists so that they may be assigned to an APD promptly.  Place these new files on the assignment desk in a prominent place so that Chief PD is alerted that they need to be assigned;

     (c)   Notify district justice of representation of clients by the Public Defender’s Office; verify preliminary hearing dates; request copies of complaints; send continuance letters when necessary;

     (d)  Prepare probation/probation violation files; make sure capias is in file.

5.  Document Preparation:

     (a)  Type letters and memos when necessary;

     (b)  Prepare subpoenas when required;

     (c)  Keep track of criminal complaints so that they are checked for possible conflicts of interest.

6.  Rounds to the Courthouse:

     (a)  Deliver paperwork from the Public Defender’s Office to the appropriate offices in the Courthouse for filing and service; (i.e. District Attorney, Clerk of Courts, Judge Chambers, Office of District Court Administration, Prothonotary);

     (b)  Update sign-up sheet for clients in the Courthouse;

     (c)   Pick up any paperwork for the Public Defender’s Office and bring back materials to the office for time-stamping and distribution to APDs or other office personnel.

7.   Filing/Closing Cases in LE:

     (a)  Close out files in LegalEdge; file closed cases in cabinets;

MINIMUM QUALIFICATIONS 

               1.  High school graduate.

               2.  Typing and computer literacy a necessity.

               3.  Business school training in related legal subjects desirable.

               4.  Experience in legal field desirable.

               5.  Bi-lingual (English/Spanish) capability desirable.

               6.  Any equivalent combination of education, experience and training that provides the required knowledge skills and ability to perform this job.

REQUIRED LICENSES/CERTIFICATIONS/CLEARANCES

PA State Criminal Background Check.

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT

Must be able to complete daily rounds/mail delivery in all weather conditions.  Must be able to transport all mail collected to and from the Courthouse.

The County of Lancaster offers comprehensive benefits to our employees.  Read more about our benefits here.

Lancaster County Government provides Equal Employment Opportunity for all persons regardless of race, religion, age, sex, national origin, genetic information or disability. The County also observes all applicable laws regarding Veterans status. The County reflects this action in all areas of employment and compensation practices and policies. Employment with the County is based upon the ability to perform the job as well as dependability and reliability once an individual is hired.