Office Support II 37.5 FT

County of Lancaster; United States; On-site; USD 32,000 - 39,000; Full time

Job summary

The County of Lancaster is seeking a detail-oriented Administrative Clerk to support Adult Probation and Parole Services. This role performs complex clerical work, record retention coordination, training record keeping, and fleet management with a high degree of independence.

Responsibilities include organizing client files, processing fees in CPCMS, assisting IT and facilities, and supporting special projects while ensuring accuracy and timely communications with staff and external partners.

Qualifications

• Education equivalent to completion of high school with office procedures.
• Experience in clerical or administrative settings preferred.
• Ability to use standard office software and equipment.

Responsibilities

• Coordinate agency record retention and file organization.
• Collect, edit, and organize training records.
• Assist scheduling meetings and department projects.
• Support IT and Facilities requests as needed.
• Manage asset and fleet data records.
• Handle court runs, mail, faxes and fees entry.
• Assist with special projects and department priorities.

Skills

Excellent organizational

Proficient typing

Office equipment proficiency

Communication skills

Education

High school diploma or equivalent

Job description

Starting Compensation: $35,217.00/Annually Find job security and stability alongside a growing community and a team that supports you. Level up your career through a large network and specialty training.

Job Description: JOB SUMMARY

This position is primarily responsible for administrative tasks but will also provide clerical support for all Divisions of Adult Probation and Parole Services (APPS) to include record retention coordination, agency training record keeping, fiscal duties, fleet management, reception coverage, and other general clerical duties. This is complex clerical work involving the use of independent judgement. Work involves skilled typing and review of correspondence, reports, and other similar documents and may also involve frequent interactions with departmental staff, other agencies, and community partners. Work may involve providing training and guidance to new employees. Work is performed with considerable independence and is subject to periodic changes in operating procedures.

Reporting Relationships

This position reports directly to the Office Support Supervisor.

Essential Job Functions

• 30% - Serve as the primary coordinator for the agency’s record retention management in conjunction with the APPS Officer Support Supervisor and Senior Leadership Team. Responsibilities include, but are not limited to, the review of individual client case files to determine whether files are eligible for closure and/or disposal in accordance with retention requirements established by the Administrative Office of the PA Courts and APPS; organization of client files to ensure files are properly stored and accessible; preparation of client files; scanning and saving of case file records in accordance with established procedures; and maintenance of accurate documentation of file-related activity. This position will also assist with other record retention procedures as directed, including the disposal of personnel, recruiting, payroll, and other records in accordance with requirements established by the Administrative Office of the PA Courts and APPS.
• 30% - Serve as the primary collector, editor, and organizer of agency training record data.
• 10% - Assist the Collective Leadership Team with the scheduling of special meetings, preparing memos and reports, and department-wide projects.
• 10% - Assist with requests for IT assistance and Facilities Management.
• 10% - Serve as the primary collector, editor, and organizer of agency asset record data. Assist with fleet management as required.
• 10% - Maintain various responsibilities with regard to APPS fleet vehicles, including but not limited to, reserving vehicles for staff members, ensuring vehicle inspection reports are completed, and managing fleet maintenance scheduling.
• 5% - Perform various clerical tasks to include: Court run, retrieving/distributing mail and e-faxes, shredding confidential paperwork, reception coverage, and calculating and entering fees in CPCMS as directed, etc.
• 5% - Perform other duties and miscellaneous tasks as signed or directed by Supervisor, including providing support for special projects, operational needs, and departmental priorities.

Other Specific Tasks or Duties

Perform related work as required.

Minimum Qualifications

Education equivalent to completion of high school including course work in standard business practice office procedures or equivalent. Must possess some experience in clerical and/or typing experience in an administrative, professional or judicial setting; or any combination of acceptable education and experience which has provided the knowledge, skills, and abilities cited below.

Knowledge, Skills and Abilities

Knowledge of general principles and policies of the criminal justice system. Knowledge of practices and procedures governing filing, reception, and administrative assistance procedures. Excellent organizational skills. Ability to use and operate office equipment such as personal computer, facsimile machine, and copier. Proficiency in the use of, or willingness to learn, software applications as required by job duties. Complete understanding of basic English to include usage, grammar, spelling, and punctuation. Ability to communicate effectively with offenders, members of the Judiciary, co-workers, representatives of other agencies, and the public. Ability to organize workload, establish priorities, and complete clerical processing requirements.

Required Licenses/Certifications/Clearances

Must pass a criminal background check and reference checks.

Physical Requirements/Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Ability to sit, sometimes for long periods of time. Ability to operate a computer or laptop. Ability to lift and move files weighing up to 10 pounds. Ability to provide own transportation to and from meetings and other job-related appointments in a timely manner and ability to access those locations with reasonable accommodations.

The County of Lancaster offers comprehensive benefits to our employees. Read more about our benefits here.

Lancaster County Government provides Equal Employment Opportunity for all persons regardless of race, religion, age, sex, national origin, genetic information or disability. The County also observes all applicable laws regarding Veterans status.

The County reflects this action in all areas of employment and compensation practices and policies. Employment with the County is based upon the ability to perform the job as well as dependability and reliability once an individual is hired.

About Us Working for Lancaster County offers not just a job, but a chance to thrive both professionally and personally. The benefits package for full-time employees, including paid time off, health insurance and flexible healthcare plans, ensures that you feel valued and supported in your role.

With employee assistance program, tuition reimbursement and more, you'll have the resources you need to provide excellent service to the 550,000 residents of Lancaster County.

With 1,600 full-time employees and 300 part-time employees spread across 40 departments, there are plenty of opportunities for growth and development within the county.

Whether you're interested in human services, public safety, administration, or any other field, there's a place for you to make a difference and advance your career.

Lancaster County itself is a vibrant and diverse community, offering something for everyone. From the peaceful farmland to the bustling city and towns, there's always something new to discover. Whether it's exploring farmers markets, enjoying local cuisine, or immersing yourself in the rich history of the area, Lancaster County has endless opportunities for you and your family to learn, explore, and enjoy.

Joining the team at Lancaster County means becoming part of a community dedicated to maintaining and improving this wonderful place we call home.