Support Staff - Court Administration

Chester-County-of-Pennsylvania; West Chester (Chester County); On-site; USD 38,000 - 54,000; Full time

Job summary

SSS V in the County Court Administration is seeking an organized administrative specialist to support multiple divisions, handle reception duties, and maintain records. This role requires strong computer and customer service skills and the ability to work with discretion.

The position involves cross-training in Civil, Criminal, Orphans' Court, Administrative, Jury, Family Court and the Law Library, plus documenting procedures, scheduling, and assisting with transcripts and filings.

Qualifications

• High School Diploma or GED required.
• Associate's degree preferred in Office Administration or related field.
• Minimum two years of general office and customer service experience.
• Excellent verbal and written communication skills and ability to handle confidential information.

Responsibilities

• Provide administrative support to all divisions within Court Administration.
• Receptionist duties at the public counter and for incoming/outgoing calls.
• Cross-train in Civil, Criminal, Orphans' Court, Administrative, Jury, Family Court and Law Library duties.
• Maintain and update manuals; prepare and distribute lists and transcripts.
• Process court documentation, scheduling, and filing; assist with hearings notices.

Skills

Verbal communication

Written communication

Customer service

Time management

Organization

Professionalism

Ability to work under pressure

Attention to detail

Typing (55 wpm)

Education

High School Diploma or GED

Associate's degree in Office Administration or related

Tools

Microsoft Outlook

Microsoft Office (Word/Excel/Access/PowerPoint)

PeopleSoft

Court management systems (CourtView, CPCMS, JMS, GTS, LADC)

Internet research for docket info

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.

Essential Duties, Tasks and Accountabilities:

• Provide administrative support to all divisions within Court Administration;
• 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 duties, including but not limited to Civil, Criminal, Orphans' Court, Administrative, Jury, Family Court and the Law Library to operate independently in each division;
• Rotate divisions and job assignments to maintain up-to-date information on processes and procedures in each division;
• Maintain and update manuals that include detailed procedures for all tasks each division;
• Perform Formal Arraignments (in person and video);
• Schedule interpreters, negotiate fees and review interpreter invoices for accuracy;
• Provide back-up coverage in processing juror summonses and requests, check-in and orientate jurors;
• Maintain the subscription inventory and assist the public in the Law Library;
• Provide back-up coverage in updating and maintaining information for all divisions on the website;
• Adhere to and maintain the record retention for all divisions;
• Process court transcription requests, maintain accurate records and balance transcript financials;
• 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;
• 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;
• Prepare and distribute the Miscellaneous List;
• Assign hearing rooms and maintain the Outlook calendars;
• Track Orphans' Court files received and disbursed and prepare and submit the monthly tracking report;
• Prepare and mail notices to guardianship volunteers for meetings and events;
• 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.);

Qualifications/Requirements:

• 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

• 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), Jury Management System (JMS), Guardian Tracking System (GTS), Language Access Data Collection System (LADC), Family Court Check-In system