Support Staff V

Administrative Support Clerk

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

Essential Duties

• Provide administrative support (arrange meetings, scheduling, create reports, handle correspondence, research, etc.).
• Receptionist or back-up receptionist duties (answer phones, make outgoing calls, direct calls, greet visitors).
• Typing and data entry (prepare and distribute lists, transcription, maintain statistical data, proofreading).
• Clerical duties (fax, copy, print, etc.) and ensure supplies are maintained.
• Maintain databases, logs and spreadsheets.
• Filing, (pull files, re-file, and maintain records) and sort and distribute incoming mail.
• Take minutes of meetings, transcribe, and distribute to appropriate parties.
• Perform special projects, as assigned.
• Perform other duties, tasks, and office functions, as determined (e.g., attend conferences and meetings, facilitate meetings, etc.).

Chester County Clerk of Courts Requirements for SS5

• Dressing and speaking professionally. (Business-like attire is a must)
• Trauma-informed thinking with excellent verbal and listening skills.
• Knowledge and daily use of the CPCMS database recommended.
• Dealing with attorneys, judges, officers of the court and the public with professionalism and respect is a must.
• Responsible for case creation, paperwork, processing summary appeals, arraignments, and pre-trial filings, docketing, bench warrant processing, redacting files as needed and window transactions involving all types of payments.
• Ability to adapt to change and accept feedback.
• Handling customer-based transactions and engaging with the public daily.
• Attention to detail, awareness of spelling and grammar.

Qualifications/Preferred Skills, Knowledge & Experience

• 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.
• Ability to interface effectively with all levels of county management.

Preferred Skills, Knowledge & Experience:

• Associate 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.
• Excellent time management and organizational skills.
• Strong knowledge of county policies and procedure.

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:

• 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 Court Management System software skills or the ability to learn CMS.

Physical Demands: While performing the duties of this position, the employee is frequently required to stand, walk, sit, bend at the waist, and talk or hear. Occasionally, the employee will need to reach or work with arms above shoulder height, kneel, stoop, crouch or squat, crawl, climb stairs, climb, or work on a ladder, twist or rotate at the waist while working; push, lift or carry items, work with office machinery; and drive a vehicle. On rare occasions, the employee will need to work with an uncommon level of noise. There are no specific vision requirements listed for this position.

Work Environment: The noise level in the work environment will vary by department from quiet to noisy. Work will be performed inside for many departments; however, some departments will require outside work.

Other: Must be able to remain courteous and maintain composure under stressful situations. Ability to deal with all types of personalities. Ability to work extended hours, as required. Ability to work as part of a team. This position requires confidentiality.