Legal Clerk I – Civil Motions Program

City of Philadelphia • Philadelphia, PA

4d • Onsite

About The Position

The Office of Judicial Records (formerly Office of the Prothonotary) is considered the clerk who keeps records and the Great Seal of the Commonwealth, issues process, enters judgment, and certifies the record. The office was created under the provisions of the Constitution of the Commonwealth of Pennsylvania. The duties, responsibilities, and other provisions of the office are determined by statute. In a society as litigious as ours, where the issues brought before our civil courts range from action in divorce to a personal injury for serious bodily harm, the need for accurate, efficient record keeping is paramount; for in the law, if it is not proper and timely filed, it does not exist. It is the goal of the Office of Judicial Records to improve through innovation and technology the art of record keeping.

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.
• 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.

Nice To Haves

• Equivalent combinations of training and experience providing the characteristics required to perform the essential functions of the class may substitute for those listed.

Responsibilities

• Performs a wide range of docketing, scheduling, filing, and case management functions in support of various court programs and proceedings.
• Reviews and processes legal filings such as motions, petitions, responses, and discovery-related documents.
• Schedules and manages hearings, conferences, and court events.
• Assigns matters in accordance with established assignment matrices and court procedures.
• Dockets cases and maintains accurate records for multiple specialized court programs.
• Coordinates continuances and case management submissions.
• Ensures proper routing and assignment of cases to appropriate courtrooms and judicial calendars.
• Checks court documents for errors and serves as a quality control check.
• Distributes documents to correct destinations and may hand deliver legal documents or records.
• Instructs others on proper procedural steps.
• Dockets, schedules, and manages case events for a variety of court programs, including Agency Appeals, Code Enforcement, Municipal Court Appeals, and other assigned matters.
• Reviews, processes, and dockets legal filings, including motions, petitions, answers, responses, replies, and related documents.
• Reviews and dockets case management memoranda and continuance requests for assigned programs.
• Assigns motions and petitions in accordance with the established Motion/Petition Assignment Matrix.
• Coordinates scheduling and docketing for specialized petitions, including Real Estate Tax Lien Petitions, Motions to Postpone Sheriff Sales, and other designated matters.
• Manages docketing for orders and petitions involving Philadelphia Parking Authority, Minors’ Compromise, Wrongful Death, and Incapacitated Persons.
• Assigned to courtrooms for programs such as Landlord Tenant, PennDOT, and Tax matters.
• Ensures accurate and timely entry of case information into the court case management system.
• Maintains and updates case records in compliance with court rules, procedures, and deadlines.
• Answers telephone inquiries daily.
• Communicates with court staff, attorneys, and litigants regarding scheduling, filings, and procedural requirements.
• Ensures proper handling, tracking, and routing of all assigned case types in accordance with court policies and directives.
• Assists with general clerical duties, including filing, copying, scanning, and organizing case materials.
• Provides information and general guidance to court users, attorneys, and the public regarding basic procedures and filing requirements.
• Assists in maintaining logs, reports, and tracking systems related to case activity and scheduling.
• Supports courtroom and office operations during periods of high volume, staff absence, or special assignments.
• Performs routine data entry and updates to assist with case tracking and administrative support.
• Helps prepare and distribute notices, correspondence, and scheduling information as needed.
• Performs related duties as assigned to support the efficient operation of the court.

Benefits

• City employees get unlimited FREE public transportation all year long through SEPTA’s Key Advantage program.
• The City offers its employees 8 weeks of paid parental leave.
• Comprehensive health coverage for employees and their eligible dependents.
• Our wellness program offers eligibility into the discounted medical plan
• Employees receive paid vacation, sick leave, and holidays
• Generous retirement savings options are available
• As a qualifying employer, City of Philadelphia employees are eligible to participate in the Public Service Loan Forgiveness program.
• The City of Philadelphia has forged partnerships with over a dozen esteemed colleges and universities in the area, ensuring that our employees have access to a wide range of tuition discounts and scholarships. Experience savings of 10% to 40% on your educational expenses, extending not only to City employees but in some cases, spouse and dependents too!

What This Job Offers

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