Secretary 1 - Office of Disciplinary Counsel, Disciplinary Board of the Supreme Court of Pennsylvania

Administrative Office of Pennsylvania Courts•Pittsburgh, PA

1d•Hybrid

About The Position

The Office of Disciplinary Counsel (“ODC”) is the branch of the Disciplinary Board of the Supreme Court of Pennsylvania that investigates and prosecutes complaints of misconduct against Pennsylvania attorneys. This position is entry-level clerical work providing support to legal staff, auditors, and the office administrator. While based in ODC’s Pittsburgh office, remote work may be available for some of the position’s duties.

Requirements

Associate Degree; OR, Two (2) years of secretarial experience in a legal or judicial setting; OR, An equivalent combination of education and experience.
Knowledge of correct English usage, spelling, punctuation, legal terminology and syntax, and filing requirements.
Knowledge of the organization and composition of legal and business letters, reports, charts, spreadsheets, and filings.
Knowledge of and skillful ability in Microsoft Office Suite, Adobe Acrobat, DocuWare, CMS, PACFile, and other basic or proprietary computer applications. (Training is provided on all software.)
Proficiency in typing and other clerical and administrative functions.
Ability to express ideas effectively, both orally and in writing.
Ability to retain composure during difficult circumstances, specifically during conversations with complainants or respondents.
Ability to establish and maintain effective working relationships with supervisors and fellow staff.
Ability to work without significant supervision.

Responsibilities

Perform basic secretarial tasks, including filing, transcribing dictation and typing documents and correspondence with speed and accuracy.
Learn and be able to apply standard formats used in the office as to correspondence and specialized legal documents and understand the functions and significance of each.
Operate with proficiency all office and computer equipment, including, but not limited to: Microsoft Office Suite, Adobe Acrobat, DocuWare (Document Management System), PACFile, and CMS (Case Management System).
Assist the District Office Administrator in performance of duties and such other duties as may be requested or assigned by the District Office Administrator or Counsel-in-Charge.
Answer telephones, determine the purpose of the call, and direct callers to outside agencies where appropriate or to appropriate in-house counsel or investigators and provide attorney address information.
Briefly explain, as necessary, the limited function of the Office of Disciplinary Counsel, with distinct reference to and relation of location and functions of other agencies and send complaint information forms and explain office policy for filing complaints.
Generally, be available for assistance to all staff in the office, as needed, to ensure an even workflow within the district office.
Open new complaint files and follow office procedure with respect to CMS and DocuWare.
Close complaint files and follow office procedure as to CMS and DocuWare.
Open, sort and properly distribute incoming mail to the appropriate persons.
Assist counsel in marking and photocopying exhibits for hearings and maintaining a tickler file.
Route inter-system mail to the appropriate office and through appropriate means.
Prepare the hearing room for hearings.
Perform other related duties and responsibilities as required and/or assigned.