Support Staff IV

Chester-County-of-Pennsylvania; West Chester (Chester County); On-site; USD 42,000 - 60,000; Full time

Job summary

Chester County of Pennsylvania is seeking an SSS IV level administrative support role to handle intermediate clerical duties, data entry, and receptionist tasks. The position requires strong organizational skills, computer proficiency, and fast typing abilities.

Responsibilities include phone reception, preparing lists, maintaining databases and records, and assisting with special projects as needed to support county operations.

Qualifications

• High School Diploma or GED required.
• Minimum of one year general office experience.
• Strong computer skills and typing ability.
• Excellent verbal and written communication skills.

Responsibilities

• Receptionist/customer service duties (answer phones, greet visitors).
• Typing and data entry; prepare and distribute lists; transcription; maintain data.
• Clerical duties (fax, copy, printing).
• Maintain databases, logs and spreadsheets.
• Sort and distribute mail; maintain and order supplies.
• Filing and indexing; manage records.
• Assist with special projects as assigned.
• Other duties as required (attend/lead meetings).

Job description

The SSS IV provides intermediate administrative support and clerical duties within their respective department. This person must have strong organization, computer and typing skills.

Following is a composite of essential duties, tasks and accountabilities; however, there are additional duties specific to each department.

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

• Receptionist/customer service duties (answer phones, make outgoing calls, direct calls, greet visitors).
• Typing and data entry (prepare and distribute lists, transcription, maintain statistical data, proofreading).
• Clerical duties (fax, copy, print, etc.).
• Maintain databases, logs and spreadsheets.
• Sort and distribute incoming mail.
• Maintain and order supplies.
• Filing and indexing (locate and pull files, re-file, update and maintain records).
• Perform special projects as assigned (e.g., research, training, run errands, etc.).
• Perform other duties, tasks and office functions, as required (e.g., attend meetings, facilitate meetings, etc.).

• 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 50 wpm).
• Ability to use office machines (fax, copier, calculator, etc.).
• Strong interpersonal skills.
• Strong grammar and spelling skills.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to work as part of a team.
• Ability to interface effectively with all levels of county management.

Preferred Skills:

• 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.
• Customer service experience.
• Ability to establish priorities and carry tasks to completion.
• Strong ability to handle and resolve recurring problems.
• Ability to multi-task.
• Accurate and detail oriented.
• Ability to follow office protocol.
• Strong knowledge of county policies and procedures.
• Ability to use common sense understanding to carry out written or verbal instructions.

Computer Skills:

To perform this job successfully, an individual should have:

• Intermediate Microsoft Office skills
• Intermediate Word skills
• Intermediate Excel skills
• Intermediate Access skills
• Intermediate PowerPoint skills
• Intermediate Outlook skills (Email and Calendar)
• Intermediate Internet skills (for research purposes)
• PeopleSoft Financial and/or HR skills or the ability to learn PeopleSoft