SSSV - Administrative Assistant

SSS V Position

The SSS V provides advanced administrative support and clerical duties within their respective department. This person must have excellent organization, computer and typing skills. A criminal background check is required.

Essential Duties

• Process incoming files.
• Type letters to defendants and defense attorneys with instructions regarding their case.
• Type stipulations, court orders and other legal documents.
• Process adult probation department requests for petitions for removal and ARD extensions.
• Type ARD hearing list and Email it to Court Administration and Adult Probation.
• Type general correspondence regarding cases.
• Transcribe preliminary hearing tapes, 9-1-1 calls, wire taps, due diligence letters, etc.
• Copy police reports and forward to defense attorneys.
• Provide court orders, petitions, cost sheets, etc. to other courthouse departments.
• Process continuance requests.
• Create boards and exhibits for trials.
• Enter information into the Court Management System database.
• Maintain monthly statistics.
• Maintain all current files and prepare files for disposal when defendant's probation is completed.
• Create and maintain database/tracking system of forfeiture files and cases.
• Handle miscellaneous questions and issues that arise on a day-to-day basis from attorneys and other support staff.
• Order and distribute office supplies.
• Run errands within and outside courthouse.
• Back-up to secretary, as required.
• Must be able to comprehend and implement the Rules of Criminal Procedures as they relate to office procedures.
• Paralegal skills preferred but not required.

Qualifications/Preferred Skills, Knowledge & Experience

Qualifications / Requirements:

• High School Diploma or General Education Degree (GED).
• Minimum of one year of general office experience.
• Intermediate skills in using a personal computer and various software packages
• Excellent verbal and written communication skills.
• Strong typing skills (minimum of 55 wpm).
• Ability to use office machines (fax, copier, calculator, etc.).
• Strong interpersonal skills.
• Proficiency in grammar and spelling.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• This position may require a general understanding of human resource guidelines.
• Ability to work as part of a team.
• Flexibility.
• Ability to interface effectively with all levels of County management.

Preferred Skills, Knowledge & Experience:

• Associate's degree from an accredited college or university with courses in Office Administration, or equivalent combination of education and experience.
• Excellent ability to establish priorities, work independently, and proceed with objectives without supervision.
• At least two years of customer service experience.
• Ability to establish priorities and carry tasks to completion.
• Excellent ability to handle and resolve recurring problems.
• Ability to multi-task.
• Ability to use all office equipment.
• Accurate and detail oriented.
• Excellent time management and organizational skills.
• Strong knowledge of county policies and procedure.

Additional Information

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

• Intermediate to Advanced Microsoft Office skills
• Intermediate to Advanced Word skills
• Intermediate to Advanced Excel skills
• Intermediate to Advanced Access skills
• Intermediate to Advanced PowerPoint skills
• PeopleSoft skills (Financial and/or HR) or the ability to learn PeopleSoft
• Basic to Intermediate Microsoft Outlook skills (Email and Calendar)
• Basic skills to use the Internet for research purposes
• Basic Court Management System software skills or the ability to learn CMS

Chester County of Pennsylvania