Administrative Assistant - Prothonotary's Office - Disciplinary Board of the Supreme Court of Pennsylvania

Administrative Office of Pennsylvania Courts•Harrisburg, PA

1d•$43,442 - $67,994

About The Position

The Administrative Assistant provides support to the Board Prothonotary, Special Counsel, Counsel to the Board, Assistant Director, and Executive Director, with a particular focus on the Prothonotary’s Office. The position performs receptionist, clerical, case-processing, document-management, and administrative duties. These include handling communications and mail, docketing and tracking filings, preparing correspondence and legal documents, assembling meeting and educational-event materials, and assisting with Board operations and special projects. The role supports disciplinary and reinstatement proceedings by processing filings through PACFile, tracking case activity in CMS, maintaining case documents in DocuWare, coordinating reinstatement cases, and responding to requests for reinstatement information. It also assists with Board meetings, committee meetings, hearings, Attorney Registration activities, and other assigned responsibilities. Employees of the Disciplinary Board are not state employees and do not participate in the State Employees’ Retirement System. Starting salary depends on the selected candidate’s qualifications and employment history.

Requirements

Three years of administrative office experience in a legal or judicial setting; or an associate’s degree (or equivalent) with significant administrative support experience; or a bachelor’s degree; or an equivalent combination of education and experience.
Knowledge of and skillful proficiency in Microsoft Office Suite, including Excel, PowerPoint, Word, and Outlook; Adobe Acrobat; SharePoint; DocuWare; CMS; ARS; PACFile; UJS Portal; Webex; internet browsers; and other basic or proprietary computer applications.
Knowledge of and skill operating telephone systems.
Proficiency in typing and other clerical and administrative functions.
Ability to maintain confidentiality.
Ability to express ideas effectively, orally and in writing.
Ability to remain composed during difficult circumstances, particularly in conversations with attorneys and the general public.
Ability to establish and maintain effective working relationships with outside third parties, supervisors, and fellow employees.

Responsibilities

Answer, document, and respond to telephone calls, voicemails, and emails, routing them to the appropriate party when necessary.
Open and stamp incoming mail; track, log, and scan pleadings and correspondence; and distribute mail to the appropriate parties.
Send outgoing correspondence concerning pending proceedings after review by the appropriate party.
Generate form letters distributing pleadings, reports, orders, scheduling notifications, and other official correspondence.
Respond to inquiries about disciplinary or reinstatement cases after consulting the appropriate party.
File approved documents with the Supreme Court through PACFile and download, log, track, and maintain documents filed by outside parties or respondents/petitioners.
Open new Petitions for Reinstatement, track case progress, and route cases to Board Members for review on a rotating basis after no-objection letters are received from ODC.
Respond to written and verbal requests for reinstatement information and send reinstatement packets upon request.
Review, accept, and distribute transcripts from court reporters for hearings and other transcribed Board activities.
Track activity in CMS for cases assigned a DB number, submit discipline to Attorney Registration for posting in the Attorney Registration System, and close cases appropriately.
Store case documents in DocuWare and promptly index all fields so appropriate parties can review them.
Post Disciplinary Board Reports on the Supreme Court’s website.
Maintain and update the inventory of closed case files, including sending second notices to non-compliant attorneys, closing open files, and purging documents from cases more than 10 years old.
Format letters and Board Reports for distribution to designated recipients at a superior’s request.
Draft documents and post cases to the Board’s SharePoint site in preparation for Board meetings.
Prepare and assemble Board Meeting and Committee Meeting packets and attend events as necessary.
Perform the duties of the Board Prothonotary or Hearing Coordinator in their absence.
Assist the Attorney Registration Office, particularly during the annual registration period.
Draft PowerPoint presentations for staff, hearing committee members, and Board members.
Assist with special projects and perform other related duties as required or assigned.