Department: Register of Wills and Clerk of Orphans' Court
Sub-Department: Clerk of Orphans' Court
Pay Grade: 108
FLSA Status: Exempt
Employment Status: Full Time
Reports to: Register of Wills and Clerk of Orphans' Court
Supervises: Second Deputies and Deputies
Job Summary:
The First Deputy Clerk of Orphans' Court is a senior-level position that serves as second-in-command to the Clerk of Orphans' Court and has regular interaction with judges, high-level officials, members of the bar, and the public. This position assists the Clerk of Orphans' Court in providing leadership, management, and supervision of the Orphans' Court clerks. Assists in organizational planning, development, project management, implementation of office procedures and management of daily functions. Acts on behalf of the Clerk of Orphans' Court in her absence.
Essential Job Functions:
- The First Deputy of the Clerk of Orphans' Court works closely with the First Deputy of the Register of Wills for the overall management of the joint office and at the discretion of the Clerk, may serve as second-in-command in her absence. Acts on behalf of the Clerk in her absence.
- Provides leadership, daily management, and supervision of the Clerk's office and ensure compliance with appropriate state, local, and judiciary guidelines, policies, and approved internal procedures.
- Participates in development and implementation of office wide policies and programs. Oversees the enforcement of policies and practices to secure staff and office assets. Supports the Clerk with assisting in devising and executing strategic and long-term plans and goals of the office.
- Regularly interacts with judges, court staff, attorneys, and the public with procedural questions relating to Orphans' Court filings to more complex legal issues as they arise.
- Prepares comprehensive memoranda, reports, and correspondence for the Register. Proposes, develops, communicates and evaluates administrative and operational policies and procedures to enhance the productivity and effectiveness of the Clerk's office.
- Performs legal research and writing based on Pennsylvania statutes and state and local rules as they apply to petitions and other filings in the office for the Clerk and the judiciary. Drafts and prepares legal documents to include orders, decrees, and citations.
- Supervises the preparation of statistical reports relating to case filings. Prepares monthly reports on finances and statistics on filings, fee collection, commissions earned, and budget for both internal and state agencies requirements.
- Supervises the reporting and accounting of all money received and processed through the Clerk's office, including filing fees and commissions. Assists with the development and oversight of the court budget to include the creation and implementation of both long and short-term budget plans.
- Assist auditors from Pennsylvania Auditor General Office and County Controllers Office during audit of this office. Acts as the certifying officers for disbursement of funds including payments of appropriated funds.
- Responsible for writing and updating the Clerk of Orphans' Court Procedures Manual and the management of training programs.
- Serves as project manager on special projects and initiatives as assigned by the Clerk.
- Performs other duties as assigned.
Minimum Requirements to Perform the Work:
Education:
- Bachelor's Degree in public administration, business, legal, or related field or equivalent training and experience in relevant area of law, government, or management.
Work Experience:
5+ years working experience preferable in a legal or government setting.
Experience managing budget, finance, and procurement.
Prior experience as a manager/supervisor highly recommended.