Support Staff IV - Register of Wills

Chester-County-of-Pennsylvania; West Chester (Chester County); On-site; USD 36,000 - 48,000; Full time

Job summary

Chester County of Pennsylvania seeks a capable Administrative Assistant IV to provide intermediate clerical support across departments. The role emphasizes strong organization, computer and typing skills, with bilingual ability considered a plus.

The position requires handling file tracking, data entry, reports, and inquiries from the public, while maintaining records and coordinating communications with attorneys, guardians, and county staff. Team collaboration and reliability are essential.

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

Organizational skills

Computer skills

Typing (50 wpm)

Bilingual (plus)

Team player

Interpersonal skills

Education

High School Diploma or GED

Associate's degree in Office Administration

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Access

PeopleSoft

Internet research

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