Support Staff IV - Prison

County of Chester; West Chester (Chester County); On-site; USD 40,000 - 56,000; Full time

Job summary

County of Chester seeks an organized administrative support person to assist with prison payroll for approximately 300 employees. You will back up bi-weekly payroll processing, maintain schedules, and support clerical tasks in INOVA and MS Office.

The role requires detail orientation, 1+ year office experience, and strong typing. Excellent communication and teamwork are essential; confidentiality is required.

Qualifications

• High School Diploma or GED required.
• Minimum one year of general office experience.
• Intermediate PC skills and familiarity with software packages.
• Excellent verbal and written communication.
• Strong typing (minimum 50 wpm).
• Ability to work as part of a team and maintain confidentiality.

Responsibilities

• Provide back‑up payroll support for ~300 employees; coordinate with Payroll Administrator.
• Maintain master schedule and update employee records in INOVA and Excel.
• Process leave requests, vacations, and overtime; document on master schedule.
• Manage vacation sign ups, calendar, and overtime database entries.
• Handle clerical tasks: reception, phones, copying, filing, data entry.
• Update shift badge reports and maintain various databases/spreadsheets.
• Assist with transfer forms and daily call offs; perform special projects as needed.

Skills

Detail oriented

Strong computer skills

Excellent verbal and written skills

Strong typing

Customer service

Team player

Flexibility

Education

High School Diploma or GED

Associate’s degree in Office Administration or related (preferred)

Tools

INOVA

Microsoft Office (Word, Excel, Access, PowerPoint, Outlook)

PeopleSoft Financial/HR (or ability to learn)

Job description

The SSS IV provides intermediate administrative support and clerical duties to the Chester County Prison. This position will work closely with the Prison Payroll Administrator to ensure proper and timely payroll for approximately 300 employees. This position requires a very detail oriented organized individual with strong computer skills. INOVA and excel skills are a plus.

Prison Duties:

• Serve as back-up for prison bi-weekly payroll preparation for 300 employees.
• Ensure the master schedule is up to date.
• Process all request off slips for vacation, sick leave, FMLA, float holidays and comp time on to the master schedule and in INOVA.
• Oversee the vacation sign ups and vacation calendar.
• Document all overtime slips into the overtime database.
• Process all transfer request forms.
• Enter daily call offs into the database.
• Update the employe shift badge report.
• Clerical duties (fax, copy, print, etc.).
• Typing and data entry.
• Receptionist/customer service duties (answer phones, make outgoing calls, direct calls, greet visitors).
• Maintain databases, logs and spreadsheets.
• Filing and indexing (locate and pull files, re-file, update and maintain records).
• Perform special projects as assigned.
• Perform other duties, tasks and office functions, as required.

• 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.
• 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.
• 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.

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 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

Physical Demands:

Physical demands will vary by department and may include the following: While performing the duties of this position, the employee is frequently required to stand, walk, sit, bend at the waist, and talk or hear. Occasionally, the employee will need to reach or work with arms above shoulder height; kneel, stoop, crouch or squat; crawl; climb stairs; climb or work on a ladder; twist or rotate at the waist while working; push, lift or carry items; work with office machinery, and work with an uncommon level of noise.

The specific vision requirements listed for this position are:

• Close vision (clear vision at 20 inches or less)
• Color vision (ability to identify and distinguish colors
• Depth perception (ability to judge distances and spatial relationships)
• Ability to adjust focus

Work Environment:

• The noise level in the work environment will vary by department from quiet to loud.
• Most departments will work inside 100% of the time (some departments may require working outside).
• Some departments may be required to work under crowded conditions with an aggressive population.
• Some work locations may have strong odors.
• May need to drive in extreme weather conditions.

Other:

• This is a highly visible position requiring strong professionalism.
• Must be able to remain courteous and maintain composure under stressful situations.
• Ability to deal with all types of personalities.
• May need to deal with cash and checks.
• Ability to work extended hours, as required.
• This position requires confidentiality.