Clerical Supervisor II

County of Chester•Justice Center - West Chester, PA

About The Position

The Clerical Supervisor II hires, trains, motivates, and supervises departmental support staff. The role manages office operations, coordinates workload distribution, and provides direct clerical, secretarial, and administrative support as needed. Duties vary by department and may include financial and personnel recordkeeping, payroll, budgeting, staff development, policy administration, and public-facing service.

Requirements

Associate's degree from an accredited college or university, or an equivalent combination of education and experience.
Four years of job-related experience.
Prior managerial experience.
Ability to provide information and input for decision-making and handle internal and external communications.
Excellent interpersonal skills.
Ability to coordinate and direct work assignments.
Strong verbal and written communication skills.
Strong organizational and time-management skills, including the ability to establish priorities and remain focused on daily operations.
Working knowledge of budgets, spreadsheets, and interpreting audits.
Accurate and detail-oriented.
Intermediate skill using a personal computer and various software packages.
Working knowledge of Human Resource guidelines, including FLSA, ADA, and FMLA.
Ability to work independently and proceed with objectives.
Knowledge and skill with standard office equipment, including fax, copier, and calculator.
Ability to maintain confidential information and handle confidential matters.
Valid driver's license.
Intermediate Microsoft Word, Excel, and PowerPoint skills; basic Outlook and Internet Explorer skills; PeopleSoft Financial and HR skills or the ability to learn PeopleSoft; and working knowledge of the Court Management system.

Nice To Haves

Associate's degree in Business Administration or a related field.
Paralegal certification, particularly for District Attorney, Domestic Relations, or Public Defender departments.
Strong working knowledge of the criminal justice system, particularly District Attorney, Domestic Relations, and Public Defender departments.
Prior accounting experience.
Strong professional ethics.
Customer service experience or skills; courteous and tactful manner.
Notary Public license.
Conflict management and resolution skills.
Ability to follow office protocol and carry out written or verbal instructions using common-sense understanding.
Ability to handle and resolve recurring problems and carry tasks to completion.
Ability to work as part of a team.
Working knowledge of departmental policies and procedures and general knowledge and understanding of County of Chester policies and procedures.

Responsibilities

Hire, train, motivate, and supervise support staff.
Coordinate and manage workload distribution.
Maintain and update financial and personnel records and reports.
Assign and implement cross-training to maintain productivity levels.
Assist with goal setting for staff and conduct performance evaluations and annual reviews.
Review and administer office and county policies and procedures; manage attendance records.
Process payroll or serve as backup, and distribute bi-weekly checks.
Handle personnel paperwork, including JDFs, PDFs, employee reviews, and the annual merit process.
Produce, maintain, and distribute reports as necessary.
Formulate and administer all aspects of the yearly budget.
Provide administrative support, including answering phones, transcription, typing, filing, and copying.
Serve as a liaison with other departments and offices as necessary.
Order, maintain, and distribute supplies and office equipment.
Arrange seminars and training courses, including travel arrangements and accommodations.
Maintain a favorable public image while interacting with clients and the general public.
Perform other duties, tasks, and special projects as required.