Support Staff - Court Administration

County of Chester•Justice Center - West Chester, PA

2d•Onsite

About The Position

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.

Requirements

High School Diploma or General Education Degree (GED)
Minimum of two years general office experience and customer service experience
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
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

Nice To Haves

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

Responsibilities

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.)