Clerical Assistant I/II/III

Pennsylvania Office of Attorney General; State College (Centre County); On-site; USD 33,000 - 42,000; Full time

Job summary

Pennsylvania Office of Attorney General in State College seeks a Clerical Assistant I/II/III to support narcotics investigations by performing clerical duties, data entry, and document processing. The role requires skilled typing, attention to accuracy, and the ability to work independently within standard procedures.

Responsibilities include handling correspondence, scanning documents, entering data into CMS, managing logs, and assisting with administrative tasks for the drug task force.

Qualifications

• Proficient in Microsoft Word and Outlook.
• Shows initiative, works independently, and is dependable.
• Exhibits attention to accuracy and organization.

Responsibilities

• Types, distributes, copies, and/or mails miscellaneous correspondence for staff.
• Maintains visitor log.
• Accurately scans documents in a timely manner.
• Uploads scanned documents into database (Practice Manager).
• Inputs data into various databases and spreadsheets.
• Maintains documents in an orderly and safeguarded manner.
• Maintains office equipment and schedules repairs as needed.
• Orders office supplies.
• Answers phone calls and forwards to appropriate party.
• Picks-up and/or distributes mail and deliveries.
• Maintains filing.
• Takes documents to appropriate courthouse.
• Manages pool vehicles for regional office.
• Enters and submits monthly mileage reports for agent staff.
• Processes travel for the regional office which includes entering and submitting expenses for reimbursement for staff.
• Compiles weekly schedules from agents.
• Submits monthly OT reports.
• Enters information into case management system (CMS) to include: Arrests, Request dissemination, Dispositions, Drug information, Offender data, Retrieves case reports for Discovery.
• Assists with administrative duties related to the drug task force (OCDETF).
• Performs related work as required.

Skills

Microsoft Word

Outlook

Typing

Confidentiality

Attention to accuracy

Organization

Tools

CMS

Job description

Section: Bureau of Narcotics Investigation and Drug Control/Criminal Law Division

Class: Clerical Assistant I/II/III

Location: State College

Telework: Telework is not offered for this position.

Position Type: Full-time, Non-civil service, Union

Work Hours: 8:30 – 5:00

Salary Range: Clerical Assistant I, Pay Range 2 – Starting salary of $32,724

Clerical Assistant II, Pay Range 3 – Starting salary $36,831

Clerical Assistant III, Pay Range 4 – Starting salary of $41,506

Basic Function

This position provides support to a regional office in a bureau which conducts narcotics investigations by performing clerical work involving the typing and processing of documents in a variety of functions. Work involves the skilled typing of correspondence, reports, and similar documents and may involve the skilled utilization of specialized equipment. The processing of a variety of documents may include the verification of information, performance of arithmetic calculations, and selection of appropriate coding. The employee is responsible for a significant aspect of a work process and may provide secretarial services to one or more individuals, and the position is subject to periodic changes in operating procedures and requires some adaptability to shifts in work schedule. Employees work with considerable independence within standard operating procedures; however, detailed supervisory guidance and review is received for new or unusual situations and changes in operating procedures and policies.

• Types, distributes, copies, and/or mails miscellaneous correspondence for staff
• Maintains visitor log
• Accurately scans documents in a timely manner
• Uploads scanned documents into database (Practice Manager)
• Inputs data into various databases and spreadsheets
• Maintains documents in an orderly and safeguarded manner
• Maintains office equipment and schedules repairs as needed
• Orders office supplies
• Answers phone calls and forwards to appropriate party
• Picks-up and/or distributes mail and deliveries
• Maintains filing
• Takes documents to appropriate courthouse
• Manages pool vehicles for regional office

• Enters and submits monthly mileage reports for agent staff
• Processes travel for the regional office which includes entering and submitting expenses for reimbursement for staff
• Compiles weekly schedules from agents
• Submits monthly OT reports
• Enters information into case management system (CMS) to include:
  • Arrests
  • Request dissemination
  • Dispositions
  • Drug information
  • Offender data
  • Retrieves case reports for Discovery
• Assists with administrative duties related to the drug task force (OCDETF)
• Performs related work as required

Qualifications for Clerical Assistant I are as follows:

• Ability to perform the position
• No previous work experience needed

Qualifications for Clerical Assistant II are as follows:

• Six months as a Clerical Assistant I OR
• Graduation from high school OR
• Any equivalent combination of experience and training

Qualifications for Clerical Assistant III are as follows:

• One year as a Clerical Assistant II OR
• One year of moderately complex clerical experience OR
• Any equivalent combination of experience and training

• Proficient in Microsoft Word and Outlook
• Shows initiative, works independently, and is dependable
• Exhibits attention to accuracy and organization
• Possesses computer knowledge necessary to navigate through networks and computer based files
• Exceptional typing skills
• Ability to maintain confidentiality of document materials