Support Staff V

3 weeks ago

West Chester, United States County of Chester Full time
Salary: $20.22 Hourly

Location : Justice Center - West Chester, PA

Job Type: Full Time, Non Exempt

Job Number: 02693

Department: Court Admininstration

Division: Court Administration

Opening Date: 05/01/2024

Closing Date: Continuous

Weekly Hours: 35

Shift: 8:30am-4:30pm

Summary

The SSS V provides advanced administrative support and clerical duties to the department, participates in department wide cross-training and rotation of duties within each division. This person must have excellent organization, computer and customer service skills.

A criminal background check is required.

Essential Duties

Essential Duties, Tasks and Accountabilities:
  • Provide administrative support to all divisions within Court Administration;
  • Receptionist duties (handle all incoming phone calls and visitors at the public counter, make outgoing/return calls, direct calls);
  • Cross-train in each division in all duties, including but not limited to Civil, Criminal, Orphans' Court, Administrative, Jury, Family Court and the Law Library to operate independently in each division;
  • Rotate divisions and job assignments to maintain up-to-date information on processes and procedures in each division;
  • Maintain and update manuals that include detailed procedures for all tasks each division;
  • Perform Formal Arraignments (in person and video);
  • Schedule interpreters, negotiate fees and review interpreter invoices for accuracy;
  • Provide back-up coverage in processing juror summonses and requests, check-in and orientate jurors;
  • Maintain the subscription inventory and assist the public in the Law Library;
  • Provide back-up coverage in updating and maintaining information for all divisions on the website;
  • Adhere to and maintain the record retention for all divisions;
  • Process court transcription requests, maintain accurate records and balance transcript financials;
  • Attend and participate in training seminars and continuing education;
  • Typing and data entry (prepare and distribute lists, transcription, maintain statistical data, proofreading), maintain databases, logs and spreadsheets;
  • Clerical duties (fax, copy, print, etc.), filing (pull files, re-filing, maintain records) and meeting minutes;
  • Distribute incoming mail, file/pick up/drop off mail and documents to Judges and other departments;
  • Maintain supplies and supply/storage/office rooms;
  • Prepare, verify accuracy and track Judges' trial lists;
  • Produce and mail accurate and timely notices of hearings, trials and attachment letters;
  • Schedule various miscellaneous matters for attorneys and pro se litigants;
  • Prepare and distribute the Miscellaneous List;
  • Assign hearing rooms and maintain the Outlook calendars;
  • Track Orphans' Court files received and disbursed and prepare and submit the monthly tracking report;
  • Prepare and mail notices to guardianship volunteers for meetings and events;
  • Perform special projects, as assigned;
  • Perform other duties, tasks and office functions, as determined (e.g. attend conferences/trainings/meetings, facilitate meetings, new procedures, etc.);

Qualifications/Preferred Skills, Knowledge & Experience

Qualifications/Requirements:
  • High School Diploma or General Education Degree (GED);
  • Minimum of two years general office experience and customer service experience;
  • This is a highly visible position requiring strong professionalism;
  • Must be able to remain courteous and maintain composure under stressful situations;
  • Ability to deal professionally with all types of personalities;
  • Ability to accurately handle and process payments of checks and money;
  • Intermediate to advanced skills in in various software packages (see list below);
  • Excellent verbal and written communication skills;
  • Strong interpersonal skills and ability to maintain confidentiality at all times;
  • Proficiency in grammar and spelling;
  • Ability to calculate intermediate mathematical formulas;
  • Ability to work, operate and function as a successful team;
  • Ability to establish priorities and carry tasks to completion, work independently and proceed with objectives without supervision;
  • Ability to handle and resolve recurring problems;
  • Accurate, detail-oriented and ability to multi-task;
  • Excellent time management and organizational skills;
  • Flexibility and ability to adapt to change with a positive disposition;
  • Ability to interface effectively and tactfully with all levels of County management;
  • Ability to work extended hours, as required.

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;
  • Strong typing skills (minimum 55 wpm);
  • Ability to use and maintain office equipment (and trouble-shoot malfunctions);
  • Strong knowledge of Court and County policies and procedures and general understanding of human resource guidelines.

Additional Information

Computer Skills
To perform this job successfully, an individual should have:
  • Intermediate to advanced Microsoft Outlook skills;
  • Intermediate to advanced skills in Microsoft Office, including but not limited to: Word, Excel, Access, PowerPoint;
  • Ability to learn and proficiently operate PeopleSoft;
  • Ability to us the Internet for research purposes and research the docket for information in response to inquiries;
  • Ability to learn and proficiently operate independently in all court management systems, including but not limited to: CourtView, Common Pleas Court Management System (CPCMS), Jury Management System (JMS), Guardian Tracking System (GTS), Language Access Data Collection System (LADC), Family Court Check-In system


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 or customer service 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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