File Manager

County of Chester • Justice Center - West Chester, PA

18h

About The Position

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

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.

Nice To Haves

• 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.
• General knowledge of the criminal justice system and procedures is preferred, but not required.

Responsibilities

• Open files – determine the priority and type of file to be opened and whether the file needs immediate attention; cross-reference the database; ensure file isn't duplicated or that client is not a conflict of interest; number the file and enter all client/case information on the Public Defender database to create the file; and distribute to appropriate staff members.
• Assign files – must follow established office policy and assign files at the Common Pleas level to staff attorneys; enter data in database; file Praecipes of Appearance in USJ Portal and distribute files to respective attorneys' secretaries.
• Close files – assemble papers in their proper order, obtain the last closed file; consolidate the proper files; code files with the appropriate disposition code; and enter closing information on the database.
• Research Public Defender's database and provide client information to attorneys.
• Recordkeeping and Reports – print the daily opening report; run, copy and distribute weekly and monthly reports; balance month-end and year-end reports.
• Back up Preliminary Hearing Secretary – prepare daily files for District Courts.
• Various miscellaneous, to include: Maintain records of lost files; trained on phone system (handle front desk/reception area); provide back up to other secretarial staff.
• Perform special projects as assigned.
• Perform other duties, tasks and office functions, as required.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED