PT Support Staff - Family Court

Chester-County-of-Pennsylvania; West Chester (Chester County); On-site; USD 36,000 - 48,000; Full time

Job summary

Chester County Government in West Chester, PA seeks an organized administrative assistant to support Family Court Administration with focus on Dependency. The role covers receptionist duties, document handling, calendar management and cross-training across divisions.

The successful candidate will maintain records, prepare notices, coordinate custody conferences and liaise with attorneys and pro se litigants, while upholding confidentiality and professionalism in a high-visibility county office.

Qualifications

• High School Diploma or GED required with strong professionalism.
• Minimum two years of general office and customer service experience.
• Excellent verbal and written communication; ability to multi-task.
• Proficiency in grammar, spelling and confidentiality.
• Intermediate to advanced PC skills; ability to learn court systems.

Responsibilities

• Provide administrative support to Family Court Administration with focus on Dependency.
• Receptionist duties: handle calls and visitors at public counter; direct calls.
• Cross-train in divisions and schedule custody conferences and mediators.
• Maintain files, docket notices and pleadings; prepare notices of hearings.
• Maintain calendars, distribute PA and court documents, and prepare reports.
• Interact with attorneys and pro se litigants; ensure proper record retention.
• Prepare, verify accuracy of trial lists and manage office supplies.

Skills

Excellent organization

Customer service

Communication skills

Teamwork

Multi-tasking

Education

High School Diploma or GED

Associate’s degree in Office Administration

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft Access

PowerPoint

PeopleSoft

CourtView

CPCMS

Job description

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.

• Provide administrative support to Family Court Administration, with a main focus in Dependency;

• 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 Family Court duties;

• Schedule custody conferences, parenting classes and mediators.

• Daily contact with attorneys and pro se regarding orders, complaints, stipulations, rule returnables, support and divorce pleadings.

• File and docket notices and pleadings at the Prothonotary.

• Maintain a daily log of custody orders received from conciliation conferences and after they are signed and returned by a judge.

• Ensure files are sent to the correct Orphans’ Court judge for signature.

• Assist the Assistant Family Court Administrator docket and distribute Protection from Abuse Orders.

• Maintain and update manuals that include detailed procedures for all tasks;

• Adhere to and maintain the record retention for all divisions;

• 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 and equipment;

• 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;

• Assign hearing rooms and maintain the Outlook calendars;

• 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.);

• High School Diploma or General Education Degree (GED);

• Minimum of two years general office experience and customer service experience;

• This is a highly visible position requiring strong professionalism;

• 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 (see list below);

• 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.

Preferred Skills, Knowledge & Experience:

• 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.

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 to advanced Microsoft Outlook skills;

• Intermediate to advanced skills in Microsoft Office, including but not limited to:Word, Excel, Access, PowerPoint;

• Ability to learn and proficiently operate PeopleSoft;

• Ability to us the Internet for research purposes and research the docket for information in response to inquiries;

• Ability to learn and proficiently operate independently in all court management systems, including but not limited to: CourtView, Common Pleas Court Management System (CPCMS), Family Court Check-In system