Company Description

A best-in-class city that attracts best-in-class talent, Philadelphia is an incredible place to build a career. From our thriving arts scene and rich history to our culture of passion and grit, there are countless reasons to love living and working here. With a workforce of over 30,000 people, and more than 1,000 different job categories, the City of Philadelphia offers boundless opportunities to make an impact.

As an employer, the City of Philadelphia values inclusion, integrity, innovation, empowerment, and hard work above all else. We offer a vibrant work environment, comprehensive health care and benefits, and the experience you need to grow and excel. If you’re interested in working with a passionate team of people who care about the future of Philadelphia, start here.

What we offer

• Impact - The work you do here matters to millions. 
• Growth - Philadelphia is growing, why not grow with it? 
• Diversity & Inclusion - Find a career in a place where everyone belongs.
• Benefits - We care about your well-being.

Agency Description

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.

In order to apply and be considered for this position, please visit https://fjdcareers.phila.gov/Cyberweb/ to complete an application and upload a resume.

Job Description

Position Summary

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.

Essential Functions

The following duties are normal for this position.  These are not to be construed as exclusive or all-inclusive.  Other duties may be required and assigned.

• 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.

MARGINAL FUNCTIONS:

• 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.

ENVIRONMENTAL CONDITIONS:

Work is performed in a courthouse office and public-facing counter environment. The position requires frequent direct interaction with the public, attorneys, and court personnel, often in a high-volume, fast-paced setting with multiple interruptions and shifting priorities.

The employee will work at a public service counter and may be required to assist individuals who are under stress, time constraints, or emotional distress. The work environment may include moderate noise levels due to continuous public interaction and office activity. The role requires the ability to remain professional, courteous, and composed while assisting a diverse range of individuals, including those who may be frustrated or under time constraints.

Knowledge, Skills, and Abilities

• 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.

In order to apply and be considered for this position, please visit https://fjdcareers.phila.gov/Cyberweb/ to complete an application and upload a resume.

In compliance with the Americans with Disabilities Act, the First Judicial District of PA will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective employees and incumbents to discuss potential accommodations with the employer.

Qualifications

1. High school diploma or equivalent and one to two years of progressively responsible clerical experience processing legal instruments and documents.

OR

1. Equivalent combinations of training and experience providing the characteristics required to perform the essential functions of the class may substitute for those listed.
2. Satisfactory clearance of a criminal background investigation.
3. Ability to perform the essential functions of a position in this class.

Additional Information

In order to apply and be considered for this position, please visit https://fjdcareers.phila.gov/Cyberweb/ to complete an application and upload a resume.

Salary: $39,301 Annually

Discover the Perks of Being a City of Philadelphia Employee:

• Transportation: City employees get unlimited FREE public transportation all year long through SEPTA’s Key Advantage program. Employees can ride on SEPTA buses, subways, trolleys, and regional rail for their daily commute and more.
• Parental Benefits: The City offers its employees 8 weeks of paid parental leave.
• We offer 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
• Pay off your student loans faster - As a qualifying employer, City of Philadelphia employees are eligible to participate in the Public Service Loan Forgiveness program. Join the ranks of hundreds of employees who have already benefited from this program and achieved student loan forgiveness.
• Unlock Tuition Discounts and Scholarships - 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!

Join the City of Philadelphia team today and seize these incredible benefits designed to enhance your financial well-being and personal growth!

Effective May 22, 2023, vaccinations are no longer required for new employees that work in non-medical, non-emergency or patient facing positions with the City of Philadelphia. As a result, only employees in positions providing services that are patient-facing medical care (ex: Nurses, doctors, emergency medical personnel), must be fully vaccinated.

The City of Philadelphia is an Equal Opportunity employer and does not permit discrimination based on race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, source of income, familial status, genetic information or domestic or sexual violence victim status. If you believe you were discriminated against, call the Philadelphia Commission on Human Relations at 215-686-4670 or send an email to faqpchr@phila.gov.

For more information, go to: Human Relations Website: http://www.phila.gov/humanrelations/Pages/default.aspx