RECEPTIONIST

Job Title

The SSS III provides entry-level administrative support and clerical duties within their respective department. This position requires basic organization, computer and typing skills.

Essential Duties

The ability to remain calm in this position is critical, as there is often exposure to angry, erratic, and antagonistic people. The receptionist must project a professional image of the office even in very stressful situations.

Perform other duties, tasks and special projects, as required, including helping other support staff members with various clerical tasks.

General knowledge of the criminal justice system is preferred but not required.

Front Desk:

• Answer phones and greet visitors.
• Schedule appointments via telephone or in person, providing detailed instructions on financial information that the client must bring to the office.
• Ensure that clients have the necessary financial information to make an application before notifying investigators.
• Direct clients who are going to court, have clients sign in, and notify attorneys.
• Open, date stamp, sort and categorize all incoming mail.
• Run docket transcripts for files listed at the Common Pleas level, and search for judge and term number.
• Maintain daily attendance sheet, which will be used to process payroll.
• Print daily trial and plea lists after notification from court administration.
• Retrieve and update any changes to the Common Pleas Judicial Calendar and the Preliminary Hearing schedule.
• Process defendant address changes delivered from the Bail Agency in a timely manner.
• Maintain a sufficient supply of forms at the front desk.
• Erase preliminary hearing tapes and relabel.

Off the Front Desk:

• Back-up receptionist for lunch and other absences.
• Distribute mail processed at the front desk, and the daily trial and plea lists.
• Hand deliver mail: deliver special orders to Court Administration to schedule court dates with various Common Pleas judges; conform copies of orders (copy all information entered on the order by Count Administration onto all copies; accuracy is critical); file orders at the Clerk of Courts; serve orders and get proofs of service, as needed; make special mail deliveries to judges; and pick up legal paperwork from the Clerk of Courts and District Attorney's Office.
• Prepare Miscellaneous List (court hearings scheduled the following week). This list arrives late Thursday afternoon and must be completed and distributed by noon on Friday (list may be from 35 to 50 or more pages long). Look up all criminal cases listed for the Public Defender (PD) file number and assigned attorney, type a very detailed recap, copy and distribute to assigned attorneys. The recap is also distributed to appropriate judges. Accurate and timely completion of this list is critical.
• Prepare the Criminal Trial List (court hearings scheduled the next criminal trial term): look up all cases listed for the PD file number and assigned attorney, type recap and distribute to attorneys. Bring any omissions or errors on the court management system to the attention of the Office Manager. This list can be between 40 to 60 plus pages and must be completed within a week. Accurate and timely preparation of this list is critical.
• Filing closed files for secretaries and attorneys' mail must be completed daily.
• Purge files in preparation for microfilming, microfilm and jacket microfiche.
• Shred boxes of documents, when necessary.

Qualifications/Preferred Skills, Knowledge & Experience

High School Diploma or General Education Degree (GED).

Six months to one year of general office experience (typing, clerical, filing, copying, etc.).

Ability to maintain confidential information and handle confidential matters. Basic spelling, grammar and math skills.

General computer knowledge.

Ability to prioritize and organize work.

Strong interpersonal skills.

Ability to interface with all levels of county management.

Basic typing / word processing skills (minimum of 40 wpm).

Ability to use office machines (fax, copier, calculator, etc.).

One to two years of general office experience and skills. Strong customer service skills.

• Accurate and detail oriented.
• Strong time management skills.
• Basic accounting skills.
• Strong verbal and written communication skills.
• Ability to multi-task.
• Familiar with reception desk functions.
• Ability to deal with all types of people and personalities.
• Familiar with county policies and procedures.

Additional Information

Relevant background checks, clearances, physicals, drug tests, and any other assessments or evaluations will be conducted after an offer of employment is given per County policy.

Computer Skills: To perform this job successfully, an individual should have:

• General computer skills
• Basic Word skills
• Basic Excel skills
• Basic Microsoft Outlook skills (Email and Calendar)
• Basic Internet skills (for research purposes).
• Basic Access skills may be required.