Secretary 2 - Office of Disciplinary Counsel, District I - Disciplinary Board of the Supreme Court of PA

Administrative Office of Pennsylvania Courts

20h•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 mid-level clerical work providing support to legal staff, auditors, and the office administrator. While based in ODC’s Philadelphia office, remote work is available for some of the position’s duties. Disciplinary Board employees are not state employees and therefore not participants in the State Employees’ Retirement System. Starting salary will vary depending upon the qualifications and employment history of the selected candidate. The Pennsylvania Courts are focused on promoting access to justice for all and offer fulfilling opportunities to make a positive impact through public service.

Requirements

Bachelor’s Degree; OR, Three (3) years of secretarial experience in a legal or judicial setting; OR, Associate’s Degree (or equivalent), with significant legal secretarial experience. Or, any 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.
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 secretarial tasks, such as scanning, filing, typing documents and correspondence with speed and accuracy.
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, PACFile, and CMS.
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.
Demonstrate an ability to work without significant supervision by the District Office Administrator and should be able to function as District Office Administrator for short periods of time, if necessary.
Initiate and return telephone calls from external callers such as complainants and potential complainants, to determine the purpose of the call, answer questions, and collect or convey information to the caller as necessary or directed by the District Office Administrator or Counsel-in-Charge.
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 relating to the complaint process.
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.
Contact court reporters regarding scheduling of hearings.
Coordinate with the Disciplinary Board Hearing Coordinator and the Commonwealth Court regarding the scheduling of a courtroom in the Pennsylvania Judicial Center for hearing.
Perform other related duties and responsibilities as required and/or assigned.