Legal Clerk I – Records Management

City of Philadelphia • Philadelphia, PA

8d • Onsite

About The Position

Performs a variety of responsible clerical, record-keeping, and customer service functions in support of civil court operations. Work includes processing and docketing legal documents, maintaining official case records, preparing certifications, conducting judgment and lien searches, and coordinating the transfer of case files between courts. Responsibilities also involve assisting court users, attorneys, and judicial staff by providing accurate information and ensuring compliance with applicable rules, procedures, and deadlines. Work is performed in accordance with established court policies and requires attention to detail, confidentiality, and the ability to manage multiple tasks in a fast-paced environment.

Requirements

• High school diploma or equivalent and one to two years of progressively responsible clerical experience processing legal instruments and documents.
• Satisfactory clearance of a criminal background investigation.
• Ability to perform the essential functions of a position in this class.
• Must work on site (not remote).

Nice To Haves

• Knowledge of public service principles, including access to justice for self-represented litigants.
• Knowledge of applicable court rules, administrative orders, and filing requirements (including electronic filing systems).
• Knowledge of legal terminology, common pleadings, and case types.
• Knowledge of records management practices.
• Strong organizational and clerical skills with the ability to manage and prioritize multiple case types and deadlines.
• Excellent attention to detail in reviewing, docketing, and processing legal documents.
• Strong customer service skills for handling face-to-face interactions at a public counter, including in high-pressure or high-volume situations.
• Time management skills with the ability to work efficiently in a fast-paced environment.
• Analytical skills to interpret documents and ensure proper assignment and scheduling of cases.
• Ability to clearly explain complex procedures in plain language, both verbally and in writing, without providing legal advice.
• Ability to review legal documents for completeness and procedural compliance.
• Ability to work effectively under pressure in a high-volume, public-facing environment.
• Ability to remain calm and professional while handling difficult or emotionally charged interactions.
• Ability to adapt to procedural or system changes and learn new processes quickly.
• Ability to recognize urgent filings and respond in accordance with court priorities.
• Ability to establish and maintain effective working relationships with managers, assistant managers, and coworkers.
• Ability to work independently and collaboratively within a team environment.
• Ability to establish and maintain effective working relationships with managers, assistant managers, and coworkers.

Responsibilities

• Prepare and process notices of appeal to appellate courts, including requesting and tracking required filing fees.
• Transmit notices of appeal and accompanying payments to the appropriate appellate court.
• Compile, certify, and transfer complete case records to appellate courts in accordance with procedural rules.
• Docket judicial opinions and Pa.R.A.P. 1925(a) statements issued by judges.
• Docket court officer-submitted evidence, including post-trial exhibits and exhibit lists.
• Maintain custody and organization of electronic evidence (e.g., USB drives) associated with cases.
• Coordinate and process outgoing case record transfers to other Pennsylvania counties.
• Handle district court removal filings and ensure accurate docketing and routing.
• Handle record requests for civil cases.
• Prepare and issue certified and exemplified copies of court records and dockets.
• Process certifications of motor vehicle judgments.
• Conduct judgment searches for adult name change petitions to determine eligibility and compliance.
• Perform judgment and lien searches for civil and municipal court matters.
• Complete PennDOT-related judgment searches and certifications as required.
• Answer telephone inquiries daily.
• Perform routine clerical duties such as filing, copying, scanning, and organizing case materials.
• Perform supplemental document processing, including batching, labeling, and preparing filings for scanning or archival storage.
• Maintain reference materials at the counter (quick guides, checklists, commonly requested forms) to support consistent public interactions.
• Maintain order and cleanliness of the public service area, including counters, waiting areas, and form stations.
• Provide basic guidance on use of public access resources, such as kiosks, computers, or e-filing terminals.
• Help ensure forms, signage, and instructions reflect current procedures by replacing outdated materials.
• Assist with office organization tasks, such as maintaining orderly workspaces, shared filing systems, and supply areas.
• Perform other related duties as assigned to support the overall function of the office.

Benefits

• Unlimited FREE public transportation all year long through SEPTA’s Key Advantage program.
• 8 weeks of paid parental leave.
• Comprehensive health coverage for employees and their eligible dependents.
• Wellness program offers eligibility into the discounted medical plan.
• Paid vacation, sick leave, and holidays.
• Generous retirement savings options.
• Public Service Loan Forgiveness program eligibility.
• Tuition Discounts and Scholarships (10% to 40% savings on educational expenses for employees, and in some cases, spouse and dependents).

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED