Legal Clerk I – Civil Filing Center

City of Philadelphia • Philadelphia, PA

4d • Onsite

About The Position

This position can be generally defined as a customer service role that serves as the primary public-facing point of contact within a court filing office. The role is responsible for assisting the public, especially self-represented litigants, by providing accurate information about court procedures, reviewing legal documents for compliance with court rules, and processing filings in accordance with applicable laws and administrative policies. It requires managing a high volume of in-person and phone inquiries, maintaining accurate case records in court systems, and ensuring documents are properly filed, routed, or returned as needed. In addition to administrative and technical duties, the position emphasizes strong customer service skills, including the ability to communicate clearly, maintain professionalism in stressful or challenging interactions, and de-escalate conflict while ensuring fair and impartial treatment of all litigants. The role also supports overall court operations by managing workflow, coordinating with other court departments, and maintaining accurate and organized records in both electronic and paper formats.

Requirements

• 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 customer service skills for handling face-to-face interactions at a public counter, including in high-pressure or high-volume situations.
• Ability to interact professionally, respectfully, and effectively with a diverse population, including self-represented litigants.
• 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 work independently and collaboratively within a team environment.
• Ability to establish and maintain effective working relationships with managers, assistant managers, and coworkers.
• 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.

Responsibilities

• Serve as the primary point of contact for the public, including self-represented litigants, at the filing counter.
• Respond to high-volume, in-person inquiries regarding filing procedures, court forms, and general case information.
• Manage litigant concerns with professionalism, patience, and composure.
• De-escalate tense situations involving frustrated or confused litigants.
• Examine documents for procedural compliance (e.g., signatures, required attachments, filing fees).
• Accept, reject, or return filings in accordance with court rules, policies, and applicable statutes.
• Clearly explain court processes, filing requirements, and next steps to individuals without legal representation.
• Provide standardized forms, instructions, and resource referrals while maintaining neutrality.
• Accurately enter case information into the court’s case management system.
• Scan, upload, and maintain electronic and paper records in accordance with recordkeeping standards.
• Assist in managing lobby flow and waiting times.
• Prioritize urgent filings (e.g., emergency motions) in accordance with court procedures.
• Communicate with judges’ chambers, legal staff, and other court divisions to resolve filing or case-related issues.
• Route filings and inquiries to appropriate departments when necessary.
• Follow all court rules, administrative orders, and office procedures.
• Stay updated on changes to filing requirements, forms, and electronic filing systems.
• Answer telephone inquiries daily.
• Provide equitable assistance to all court users, including individuals with limited legal knowledge, language barriers, or disabilities.
• 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.
• Eligibility into the discounted medical plan through the wellness program.
• Paid vacation, sick leave, and holidays.
• Generous retirement savings options.
• Eligibility to participate in the Public Service Loan Forgiveness program.
• Access to a wide range of tuition discounts and scholarships (10% to 40%) with over a dozen esteemed colleges and universities, extending to spouse and dependents in some cases.

What This Job Offers

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