Administrative Clerk

County of Chester; West Goshen (PA); On-site; USD 32,000 - 42,000; Full time

Job summary

County of Chester is seeking an entry-level Administrative Clerk for the ID Supports Coordination Unit. The role handles correspondence, filing, data entry, scheduling, minutes, and meeting preparation using standard office software and equipment.

The ideal candidate will possess a high school diploma, strong organizational and communication skills, and the ability to work independently with minimal supervision.

Qualifications

• High School Diploma or GED required.
• Experience or training equivalent to the above.
• 40 wpm typing/word processing skills.
• Proficiency in Microsoft Word, Excel, Access, PowerPoint, SharePoint and Outlook.
• Ability to maintain confidentiality and handle confidential information.

Responsibilities

• Handle case file documentation and preparation, including openings/closings.
• Oversee office machines and general administrative tasks.
• Perform data entry and generate standard reports.
• Schedule meetings, reserve rooms, prepare materials, and take minutes.
• Distribute mail and manage correspondence/files to ensure compliance with regulations.
• Maintain Human Rights processes and state DPW timelines.

Skills

Microsoft Word

Excel

Access

PowerPoint

SharePoint

Outlook

Data entry

Typing 40 wpm

Interpersonal skills

Organizational skills

Multi-tasking

Confidential information handling

Communication skills

Follow verbal instructions

Education

High School Diploma or GED

Tools

PeopleSoft

Doodle

Job description

Chester County MH/IDD is looking for an entry level Administrative Clerk. The incumbent in this position is responsible for providing administrative and clerical support in the ID Supports Coordination Unit. Specific responsibilities include handling electronic and paper correspondence and communications, electronic and paper filing, photocopying, faxing, distributing mail, creating various types of documents, data entry and tracking, maintaining an organized office environment and ordering supplies, scheduling and preparing for meetings and taking minutes, participating on committees/meetings, special projects as assigned. The right candidate has a strong work ethic, is able to utilize various software programs, can follow verbal and written instructions, uses standard office machines (e.g. computer, phones, fax, copier, scanner, printer), possesses strong interpersonal skills, is detail oriented, able to multi-task, and works effectively with minimal supervision.

The person in this position must possess the ability to handle information and interpersonal communication with tact, grace, maturity and absolute discretion. This position requires outstanding oral and written communication skills, and the ability to interface effectively with all levels of staff and management. This person must have excellent organizational skills, be a self-starter, work independently, make sound judgments and juggle multiple priorities. This person must be proficient in the use of Microsoft Word, Excel, Access, PowerPoint, SharePoint, and Outlook. An assessment of skills will be required.

This job requires the following documents to be obtained, reviewed as acceptable by the supervisor and re-obtained every five years: PA Child Abuse, PA Criminal History and FBI Criminal History.

A person in this position is expected to demonstrate the system of care practice model, which maximizes all resources around an individual or family. This system of care includes child and adult serving agencies and community partners that join with an individual or family to meet their goals.

Essential Duties, Tasks and Accountabilities:

Essential duties, tasks and accountabilities can vary by department and may include the following:

ID SCO

• Perform tasks related to case file documentation and preparation, including case openings and case closings.
• Oversee the use and maintenance of office machines.
• Perform simple computations and tabulations to collect and interpret data used to prepare standard reports.
• Schedule and cancel meetings, reserve meeting rooms, prepare documentation/material for said meetings, prepare files to document said meetings, reserve hotel rooms, setting up web meetings, utilizing Doodle, Outlook or other management tools.
• Contacts the appropriate staff when emergent emails or calls are received
• Track, maintain and initiate all correspondence, logs, files assuring consumers' financial liability is assessed, updated and recorded. Maintain specific records to assure compliance with all liability regulations.
• Maintain Human Rights process including notices, packets, meeting deadlines, tracking. Access state based web site to pull incidents, distribute to appropriate staff and assure compliance with DPW timelines.

Qualifications / Requirements:

• High School Diploma or General Education Degree (GED).
• Any combination of equivalent experience and training.
• Basic spelling, grammar and math skills.
• Basic typing / word processing skills (minimum of 40 wpm).
• Ability to proofread work.
• Ability to collect and organize information for reports.
• Ability to compose correspondence.
• Ability to prioritize work.
• Ability to follow verbal and written instructions.
• Ability to maintain confidential information and handle confidential matters.
• Ability to use standard office machines (fax, copier, calculator, etc.).
• Strong interpersonal skills.
• Ability to interface with all levels of county management.
• Must have a valid driver's license and use of a private vehicle.

Preferred Skills, Knowledge & Experience:

• One to two years of general office experience and skills.
• Familiar with MH Procedures Act.
• Basic skills to use a personal computer and various software packages.
• Strong customer service skills.
• Accurate and detail oriented.
• Strong time management skills.
• Basic accounting skills.
• Strong verbal and written communication skills.
• Ability to multi-task.
• Ability to deal with all types of people and personalities.
• Familiar with county policies and procedures.

Relevant background checks, clearances, physicals, drug tests, and any other assessments or evaluations will be conducted after an offer of employment is given per County policy.

Computer Skills:

To perform this job successfully, an individual should have:

• Intermediate Word skills
• Intermediate Excel skills
• Intermediate Access skills
• Intermediate PowerPoint skills
• Intermediate Microsoft Outlook skills (Email and Calendar)
• Intermediate Internet skills (for research purposes).
• PeopleSoft skills or the ability to learn PeopleSoft