Clerical Supervisor I

2 weeks ago

West Chester, United States County of Chester, PA Full time
Salary: $27.08 Hourly

Location : 313 W Market Street - West Chester, PA

Job Type: Full Time, Non Exempt

Job Number: 02731

Department: Treasurer

Division: Treasurer

Opening Date: 03/14/2024

Closing Date: Continuous

Weekly Hours: 35

Shift: 8:30am-4:30pm

Summary

The Clerical Supervisor I is responsible for overseeing the daily operation and efficiency of the department's clerical accounting unit. In this role, the individual will train, supervise, and motivate staff, coordinate workload distribution, and assign staff back-up responsibilities. This position must have a working knowledge of all staff positions and the county's financial systems to ensure effective efficient operations.

A criminal background check is required.
Essential Duties

  • Serve as office manager and foster an atmosphere of teamwork and collaboration among support staff to achieve common departmental goals.
  • Work with the Leadership Team to develop a coherent vision for the department and ensure that all staff members understand the vision and incorporate it into performance of their daily duties.
  • Anticipate the needs of the office to constantly work toward quality and efficiency of the workflow process including implementation of new technology and constant assessment of staff workload.
  • Follow and reinforce the chain of command and maintain compliance with county code, policies, and procedures.
  • Prepare vouchers, invoices, and purchase orders. Balance accounts and disburse funds, may make deposits.
  • Balance accounts and disburse funds, may also make bank deposits.
  • Ensure all disbursement transactions are in accordance with Generally Accepted Accounting Practices (GAAP).
  • Conduct unit meetings and attend management meetings and required trainings.
  • Enforce confidentiality of protected information.
  • Assists in development and implementation of policies, procedures, and regulations in accordance with the law and Court policies.
  • Primary oversight and responsibility for training new account clerks.
  • Meet with each Support Staff employee individually monthly to assess progress, troubleshoot problem areas, and encourage positive morale.
  • Prepare comprehensive annual performance evaluations for staff that address both the areas where employees excel and areas for improvement.
  • Oversee purchasing and distribution of office supplies.
  • Oversee confidential business of department (i.e., job interviews, special assignments).
  • Process bi-weekly payroll, provide workload oversight, and
  • Produce, maintain, and distribute reports/records in a timely and efficient manner.
  • Maintain statistics and enter data into database system.
  • Quality assurance -review files and or paperwork for archives and oversee file requests.
  • Ensure appropriate and effective staff development, education and training programs are provided.
  • Performs functions of subordinate staff as necessary to maintain organizational efficiency.
  • Other tasks and responsibilities as assigned.

Qualifications/Preferred Skills, Knowledge & Experience

  • Associate degree from an accredited college or university, or equivalent combination of education and experience.
  • At least two years of job-related experience.
  • Ability to make decisions independently and with mature judgment.
  • Strong verbal and written communication skills.
  • General understanding of Human Resources policies and procedures.
  • Basic mathematical aptitude and skills.
  • Basic to Intermediate skill to use a personal computer and various software packages.
  • Customer service experience and skills.
  • Strong interpersonal skills and an adherence to professional ethics.
  • Ability to work independently and proceed with objectives.
  • Detail oriented with strong mathematical and grammar skills.
  • Ability to maintain confidential information and handle sensitive matters.
  • Ability to multi-task and carry tasks to completion, individually and as part of a team.
  • Strong time management and organizational skills and the ability to establish priorities.
  • Ability to coordinate and direct work assignments.
  • Ability to interface effectively with all levels of county management.

Preferred Skills, Knowledge & Experience:
  • Bachelor's degree from an accredited college or university in a related field.
  • Three or more years of experience in similar roles with documented administrative responsibilities.
  • Ability to handle and resolve recurring problems.
  • Displays willingness to make decisions.
  • Exhibits sound and accurate judgment.
  • Flexibility (i.e., easily adapts to changes in the work environment).
  • Ability to balance team and individual responsibilities.
  • Ability to speak Spanish a plus.
  • General knowledge of legal records, guidelines, and procedures.
  • General knowledge and understanding of County of Chester policies and procedures.
  • Knowledge of court policies and procedures.
  • Knowledge of GAAP and best practices for financial reporting.
  • Able to use common sense understanding to carry out verbal and written instructions.

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 Word skills
  • Intermediate Excel skills
  • Basic Access skills
  • Basic PowerPoint skills
  • Basic Outlook skills (Email and Calendar)
  • Basic Internet Explorer skills
  • PeopleSoft skills or the ability to learn PeopleSoft.

Physical Demands:
While performing the duties of this position, the employee is frequently required to walk, sit, and talk or hear. Occasionally, the employee will need to stand, and climb stairs. On rare occasions, the employee will need to reach above shoulder height, drive a vehicle to and from different locations as needed, and lift or carry items.

Work Environment:
  • The noise level in the work environment is usually moderate.
  • Work will be performed in a general office environment.

Other:
  • Ability to work extended hours, as necessary.
  • This position requires professionalism.
  • Confidentiality is crucial to this position.
  • A valid driver's license is required.

The County of Chester offers comprehensive benefits to our employees.

01

What is your highest level of education?
  • No formal Education
  • High School Diploma or GED
  • Associates Degree
  • Bachelors Degree
  • Masters Degree
  • Doctorate or higher (includes Juris Doctorate and Medical Doctorate)

02

How many years of general office experience do you have? (general office skills involve: typing, filing, organizational and computer skills)
  • None
  • less than 1
  • 1+
  • 2+
  • 3+
  • 4+
  • 5+
  • 6+
  • 7+
  • 8+
  • 9+

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