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Administrative Assistant

2 months ago

West Chester, Pennsylvania, United States County of Chester Full time
Job Summary

The County of Chester is seeking a highly organized and detail-oriented individual to fill the role of Deputy Prothonotary - Administrative Support. This position will provide advanced administrative support and clerical duties within the Prothonotary Department.

Key Responsibilities
  • Provide administrative support, including arranging meetings, scheduling, creating reports, handling correspondence, and research.
  • Perform receptionist duties, including answering phones, making outgoing calls, directing calls, and greeting visitors.
  • Typing and data entry, including preparing and distributing lists, transcription, maintaining statistical data, and proofreading.
  • Clerical duties, including faxing, copying, printing, and maintaining databases, logs, and spreadsheets.
  • Maintain supplies and filing systems, including pulling files, re-filing, and maintaining records.
  • Take minutes of meetings, transcribe, and distribute to appropriate parties.
  • Perform special projects as assigned.
  • Perform other duties, tasks, and office functions as determined.
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 Qualifications
  • 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.
Computer Skills
  • 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.