SSSV - Administrative Assistant

Chester-County-of-Pennsylvania; West Chester (Chester County); On-site; USD 40,000 - 54,000; Full time

Job summary

SSS V in West Chester, PA is seeking an Administrative Support Specialist to process files, draft letters to defendants and defense attorneys, and maintain court records. The role requires excellent organization, computer and typing skills, and the ability to work with multiple departments.

A criminal background check is required; paralegal skills are preferred but not required. Strong grammar, accuracy, and teamwork are essential; experience with CMS and PeopleSoft is a plus.

Qualifications

• High School Diploma or GED.
• Minimum of one year of general office experience.
• Intermediate skills in using a personal computer and various software packages.
• Excellent verbal and written communication skills.
• Strong typing skills (55 wpm).
• Ability to use office machines (fax, copier, calculator, etc.).
• Proficiency in grammar and spelling.

Responsibilities

• Process incoming files.
• Type letters to defendants and defense attorneys with instructions regarding their case.
• Type stipulations, court orders and other legal documents.
• Process adult probation department requests for petitions for removal and ARD extensions.
• Type ARD hearing list and Email it to Court Administration and Adult Probation.
• Type general correspondence regarding cases.
• Transcribe preliminary hearing tapes, 9-1-1 calls, wire taps, due diligence letters, etc.
• Copy police reports and forward to defense attorneys.
• Provide court orders, petitions, cost sheets, etc. to other courthouse departments.
• Process continuance requests.
• Create boards and exhibits for trials.
• Enter information into the Court Management System database.
• Maintain monthly statistics.
• Maintain all current files and prepare files for disposal when defendant's probation is completed.
• Create and maintain database/tracking system of forfeiture files and cases.
• Handle miscellaneous questions and issues that arise on a day-to-day basis from attorneys and other support staff.
• Order and distribute office supplies.
• Run errands within and outside courthouse.
• Back-up to secretary, as required.
• Must be able to comprehend and implement the Rules of Criminal Procedures as they relate to office procedures.
• Paralegal skills preferred but not required.

Skills

Typing 55 wpm

Organization

Verbal & written communication

Teamwork

Flexibility

Interpersonal skills

Education

GED

Associate's degree in Office Administration

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Access

Microsoft Outlook

CMS

PeopleSoft

Job description

The SSS V provides advanced administrative support and clerical duties within their respective department. This person must have excellent organization, computer and typing skills.

A criminal background check is required.

• Process incoming files.
• Type letters to defendants and defense attorneys with instructions regarding their case.
• Type stipulations, court orders and other legal documents.
• Process adult probation department requests for petitions for removal and ARD extensions.
• Type ARD hearing list and Email it to Court Administration and Adult Probation.
• Type general correspondence regarding cases.
• Transcribe preliminary hearing tapes, 9-1-1 calls, wire taps, due diligence letters, etc.
• Copy police reports and forward to defense attorneys.
• Provide court orders, petitions, cost sheets, etc. to other courthouse departments.
• Process continuance requests.
• Create boards and exhibits for trials.
• Enter information into the Court Management System database.
• Maintain monthly statistics.
• Maintain all current files and prepare files for disposal when defendant's probation is completed.
• Create and maintain database/tracking system of forfeiture files and cases.
• Handle miscellaneous questions and issues that arise on a day-to-day basis from attorneys and other support staff.
• Order and distribute office supplies.
• Run errands within and outside courthouse.
• Back-up to secretary, as required.
• Must be able to comprehend and implement the Rules of Criminal Procedures as they relate to office procedures.
• Paralegal skills preferred but not required.

Qualifications / Requirements:

• High School Diploma or General Education Degree (GED).
• Minimum of one year of general office experience.
• Intermediate skills in using a personal computer and various software packages
• Excellent verbal and written communication skills.
• Strong typing skills (minimum of 55 wpm).
• Ability to use office machines (fax, copier, calculator, etc.).
• Strong interpersonal skills.
• Proficiency in grammar and spelling.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• This position may require a general understanding of human resource guidelines.
• Ability to work as part of a team.
• Flexibility.
• Ability to interface effectively with all levels of County management.

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.
• Excellent ability to establish priorities, work independently, and proceed with objectives without supervision.
• At least two years of customer service experience.
• Ability to establish priorities and carry tasks to completion.
• Excellent ability to handle and resolve recurring problems.
• Ability to multi-task.
• Ability to use all office equipment.
• Accurate and detail oriented.
• Excellent time management and organizational skills.
• Strong knowledge of county policies and procedure.

Computer Skills:

• Intermediate to Advanced Microsoft Office skills
• Intermediate to Advanced Word skills
• Intermediate to Advanced Excel skills
• Intermediate to Advanced Access skills
• Intermediate to Advanced PowerPoint skills
• PeopleSoft skills (Financial and/or HR) or the ability to learn PeopleSoft
• Basic to Intermediate Microsoft Outlook skills (Email and Calendar)
• Basic skills to use the Internet for research purposes
• Basic Court Management System software skills or the ability to learn CMS