Clerical Supervisor II

Chester-County-of-Pennsylvania; West Chester (Chester County); On-site; USD 60,000 - 80,000; Full time

Job summary

Chester County of Pennsylvania is seeking a Clerical Supervisor II to hire, train, and supervise departmental support staff. The role manages office operations, workload distribution, and provides clerical and administrative support as needed.

Essential duties include payroll processing (back-up), budget formulation, performance reviews, policy administration, and liaison with other departments. Strong communication, organization, and confidentiality are required.

Qualifications

• Requires an Associate's degree or equivalent combination of education and experience.
• Minimum four years of job-related experience.
• Prior managerial experience.
• Familiarity with budgets, spreadsheets, and audits.
• Ability to coordinate and direct work assignments.
• Strong verbal and written communication skills.
• Ability to maintain confidentiality and handle sensitive information.

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.
• Conduct performance evaluations and annual reviews.
• Process payroll (or back-up) and distribute bi-weekly checks.
• Prepare and distribute reports; manage yearly budget.
• Provide administrative support and act as liaison with other departments.

Skills

Verbal and written communication

Interpersonal skills

Organizational skills

Time management

Coordination of work assignments

Budgets and audits

Independent work

Office equipment familiarity

Confidential information handling

Education

Associate's degree or equivalent experience

Preferred: Business Administration

Tools

PeopleSoft (Financial and HR)

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Outlook

Court Management system

Job description

Summary / Main Purpose of Job:

The Clerical Supervisor II is responsible for hiring, training, motivating and supervising departmental support staff. This position will manage the office, coordinate the management of workload distribution, and provide direct clerical, secretarial and administrative support, as needed.

Essential Duties, Tasks and Accountabilities:

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

• 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.
• Conduct performance evaluations and annual reviews.
• Review and administer office and county policies and procedures.
• Manage attendance records.
• Process payroll (or serve as back-up) and distribute bi-weekly checks.
• Handle personnel paperwork (JDF's, PDF's, employee reviews and annual merit process, etc.).
• Produce, maintain and distribute reports, as necessary.
• Formulate and administer all aspects of the yearly budget.
• Provide administrative support (secretarial, clerical, answer phones, transcription, typing, filing, copying, etc.).
• Serve as liaison with other departments and offices, as necessary.
• Order, maintain and distribute supplies and office equipment.
• Arrange for seminars and training courses (handle travel arrangements and accommodations).
• Maintain a favorable public image while interfacing with clients and the general public.
• Perform other duties, tasks and special projects, as required.

Qualifications / Requirements:

• Associate's degree from an accredited college or university, or 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 handling of 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.
• Ability to establish priorities (remain focused on daily operations).
• Working knowledge of budgets, spreadsheets and interpreting audits.
• Accurate and detail-oriented.
• Intermediate skill to use a personal computer and various software packages.
• Working knowledge of Human Resource guidelines (FLSA, ADA, FMLA, etc.).
• Ability to work independently and proceed with objectives.
• Knowledge and skill with standard office equipment (fax, copier, calculator, etc.)
• Ability to maintain confidential information and handle confidential matters.
• A valid driver's license is required.

Preferred Skills, Knowledge & Experience:

• Associate's degree from an accredited college or university in Business Administration or a related field.
• Paralegal certification (District Attorney, Domestic Relations, and Public Defender Departments).
• Strong working knowledge of the Criminal Justice system (District Attorney, Domestic Relations and Public Defender Departments).
• Prior accounting experience.
• Strong professional ethics.
• Customer service experience and/or skills.
• Courteous and tactful.
• Notary Public license.
• Conflict management and resolution skills.
• Ability to follow office protocol.
• Able to use common sense understanding to carry out written or verbal instructions.
• Ability to handle and resolve recurring problems.
• Able to carry tasks to completion.
• Ability to work as part of a team.
• Working knowledge of departmental policies and procedures.
• General knowledge and understanding of County of Chester 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 PowerPoint skills
• PeopleSoft skills (Financial and HR) or the ability to learn PeopleSoft
• Basic OutLook skills (Email and Calendar)
• Basic Internet Explorer skills
• Working knowledge of the Court Management system