Front Counter Manager

The Front Counter Services Manager position is responsible for the direct supervision, oversight, and scheduling of five (5) deputy clerks to who provide main/filing counter services.  He or She Oversees filing of legal document processing to include proper time stamping and timely creation of batch header sheets and timely transfer of documents to the Records Unit for real time imaging.

• Supervise, direct, evaluate, advise and discipline assigned clerical and administrative support staff.
• Prioritize, schedule/assign and monitor daily work activities
• Oversee and ensure certification of driver license suspensions/dispositions to PennDOT, SCI commitments and York County Records Checks.
• Prepare and process real estate, cash and surety bonds and oversee delegated bail bond work.
• Ensures bail piece applications/orders processing and notifications of unpaid bail forfeitures to the York County Solicitor.        
• Process and maintain search warrants, authorization to intercept device and all sealed documentation.
• Process constable filings to include CPCMS case creation/docketing and uploading liability insurance via the Pennsylvania Commission on Crime and Delinquency (PCCD) website.
• Accepts filing of tax collector bonds/oaths and administers oaths to elected and appointed municipal tax collectors.        Creates cases and required docket entries within CPCMS.
• Oversee and process the filing of Summary Conviction Appeals.
• Responsible for the public accessible file review area; ensure proper sign in/out of all visitors reviewing the original file or visiting the Clerk’s office; ensure the integrity and security of all original files/filings reviewed by members of the public and confidentiality of all restricted or sealed file types to include impounded and all juvenile files.
• Ensure appropriate public access to juvenile docket sheets in accordance with Juvenile Rules 330 & 515.
• Stay apprised of and/or request changes to CPCMS maintained by the AOPC to include reviewing all CPCMS User Updates.        Ensure staff is kept up to date on CPCMS and inform staff of all updates or changes to statewide rules, local rules or office policy established by the Clerk and/or Chief Deputy.
• Empower and mentor assigned employees via regularly scheduled one-on-one meetings and staff meetings.
• Prepare and perform probationary and annual evaluations of all assigned employees in coordination with the Chief Deputy.
• Schedule and administer employee pre-disciplinary conferences, communicate with bargaining unit representatives, prepare and issue warnings and/or proceed with further disciplinary action up to and including termination of employment in coordination with the Chief Deputy.
• Train staff in work of assigned area; coordinate staff training to include scheduling classroom training provided by AOPC on CPCMS and assign on-the-job coaching mentors.
• Approve/disapprove leave and monitor overtime usage and maintain attendance and payroll data on assigned employees within the Time Force application.
• Review employment applications for hiring process, participate in applicant interviews, and hire in coordination with the Chief Deputy for open staff positions.
• Ensure responses to emails received through the Clerk of Courts Contact Us and Records Checks Outlook accounts.  
• Ensure Summary Conviction Appeal court case participants are directed to assigned courtrooms.
• Other reasonable duties as assigned by supervisor.

• Associate in a Specialized Business Administration program (Legal Assistant) preferred; AND a minimum of two years court appointed or related office and staff management experience OR a minimum of three years experience in a progressively responsible and varied management or staff work in a public or private organization, including experience in personnel management, case and document filing systems; or the equivalent combination of experience and training.
• Considerable knowledge of the laws, rules and procedures governing the operation of the Clerk of Courts; considerable knowledge of the organization, functions, jurisdiction and authority of the courts; familiar with modern office practices and technology
• Ability to think independently in solving work-related problems, ability to work effectively and efficiently under stressful conditions; ability to plan and supervise the work of others; ability to establish and maintain effective and cooperative working relationships with judges, attorneys, arresting agencies, sureties, staff and the general public
• Excellent customer service skills, good judgment, tact and courtesy, and the ability to maintain confidentiality.
• Working knowledge of the PA Unified Judicial System; expert understanding of the Common Pleas Case Management System (CPCMS) and skilled end user of the Laserfiche imaging application, and knowledge of the PA Rules of Criminal Procedure, PA Rules of Appellate Procedure, PA Rules of Juvenile Court Procedure, local rules, Clerk of Courts Procedures Manual, and Code of Conduct.
• Understand and maintain familiarity with basic Pennsylvania legal terms as published by the Administrative Office of the Pennsylvania Courts (AOPC).
• Proficient user of Microsoft Outlook, Word, Excel, and PowerPoint.