Support Staff IV - Register of Wills

County of Chester; West Chester (Chester County); On-site; USD 35,000 - 48,000; Full time

Job summary

County of Chester in the United States seeks an SSS IV to provide intermediate administrative support and clerical duties within their department. The role requires strong organization, computer and typing skills, with bilingual abilities considered a plus.

Responsibilities include tracking files, microfilming documents, preparing reports, handling public inquiries, maintaining records, and processing various legal and administrative tasks such as marriage licenses and guardianship matters.

Qualifications

• 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.

Responsibilities

• Track files received and disbursed.
• Microfilm all files and documents submitted to the office.
• Prepare and submit monthly tracking report.
• Handle search requests and inquiries from the public.
• Maintain and retrieve files and records.
• Process marriage license applications.
• Prepare and mail Announcement of Status letters and copies of Preliminary Decrees to attorneys.
• Verify math calculations on all audits of estates and trusts.
• Type and organize investigation reports on each adoption.
• Maintain a tracking list on the progress of each adoption.
• Prepare and mail notices to guardianship volunteers for meetings and events.
• Maintain records that pertain to the guardianship volunteer program.
• Prepare orders for hospitals, schools, agencies and all Warrants of Authority.
• Prepare and send mailings to adoptive parents, attorneys, birth parents and agencies.
• Maintain office personnel schedules in the OutLook Calendar.
• Prepare conference and seminar applications.
• Perform other duties, tasks and office functions, as required

Skills

Organization

Typing

Verbal communication

Written communication

Interpersonal skills

Teamwork

Flexibility

Grammar & spelling

Management interfacing

Education

High School Diploma or GED

Associate's degree (Office Administration)

Tools

Microsoft Office

Word

Excel

Access

PowerPoint

Outlook

Internet

PeopleSoft (Financial/HR)

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. Bilingual language skills a plus.

• Track files received and disbursed.
• Microfilm all files and documents submitted to the office.
• Prepare and submit monthly tracking report.
• Handle search requests and inquiries from the public.
• Maintain and retrieve files and records.
• Process marriage license applications.
• Prepare and mail Announcement of Status letters and copies of Preliminary Decrees to attorneys.
• Verify math calculations on all audits of estates and trusts.
• Type and organize investigation reports on each adoption.
• Maintain a tracking list on the progress of each adoption.
• Prepare and mail notices to guardianship volunteers for meetings and events.
• Maintain records that pertain to the guardianship volunteer program.
• Prepare orders for hospitals, schools, agencies and all Warrants of Authority.
• Prepare and send mailings to adoptive parents, attorneys, birth parents and agencies.
• Maintain office personnel schedules in the OutLook Calendar.
• Prepare conference and seminar applications.
• Perform other duties, tasks and office functions, as 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 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.

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