Support Staff V - Clerk of Courts

County of Chester; West Chester (Chester County); On-site; USD 35,000 - 55,000; Full time

Job summary

An established industry player is seeking a detail-oriented administrative professional to provide advanced support within their department. This role involves a variety of clerical duties, including managing correspondence, scheduling meetings, and maintaining databases. The ideal candidate will possess excellent organizational and communication skills, with a strong ability to engage with the public and handle customer transactions. If you thrive in a dynamic environment and are looking for a fulfilling opportunity to contribute to a vital community service, this position is perfect for you.

Qualifications

• 1+ year of general office experience required.
• Strong interpersonal skills and professional demeanor are essential.
• Ability to handle customer-based transactions and engage with the public.

Responsibilities

• Provide administrative support including scheduling and report creation.
• Receptionist duties including answering phones and greeting visitors.
• Maintain databases, logs, and perform data entry tasks.

Skills

Organizational Skills

Communication Skills

Typing Skills

Customer Service

Attention to Detail

Education

High School Diploma or GED

Associate Degree

Tools

Microsoft Office Suite

CPCMS Database

PeopleSoft

Job description

The SSS V provides advanced administrative support and clerical duties within their respective department. This person must have excellent organization, computer and typing skills.

1. Provide administrative support (arrange meetings, scheduling, create reports, handle correspondence, research, etc.).
2. Receptionist or back-up receptionist duties (answer phones, make outgoing calls, direct calls, greet visitors).
3. Typing and data entry (prepare and distribute lists, transcription, maintain statistical data, proofreading).
4. Clerical duties (fax, copy, print, etc.) and ensure supplies are maintained.
5. Maintain databases, logs and spreadsheets.
6. Filing (pull files, re-file, and maintain records) and sort and distribute incoming mail.
7. Take minutes of meetings, transcribe, and distribute to appropriate parties.
8. Perform special projects, as assigned.
9. Perform other duties, tasks, and office functions, as determined (e.g., attend conferences and meetings, facilitate meetings, etc.).

Chester County Clerk of Courts Requirements for SS5

1. Dressing and speaking professionally. (Business-like attire is a must)
2. Trauma-informed thinking with excellent verbal and listening skills.
3. Knowledge and daily use of the CPCMS database recommended.
4. Dealing with attorneys, judges, officers of the court and the public with professionalism and respect is a must.
5. Responsible for case creation, paperwork, processing summary appeals, arraignments, and pre-trial filings, docketing, bench warrant processing, redacting files as needed and window transactions involving all types of payments.
6. Ability to adapt to change and accept feedback.
7. Handling customer-based transactions and engaging with the public daily.
8. Attention to detail, awareness of spelling and grammar.

• High School Diploma or 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 55 wpm).
• Ability to use office machines (fax, copier, calculator, etc.).
• Strong interpersonal skills.
• Proficiency in grammar and spelling.
• Ability to perform basic math operations.
• Understanding of human resource guidelines is a plus.
• Ability to work as part of a team.
• Ability to interface effectively with all levels of county management.

Preferred Skills, Knowledge & Experience:

• Associate degree or equivalent education and experience.
• Excellent ability to establish priorities, work independently, and proceed with objectives without supervision.
• At least two years of customer service experience.
• Ability to handle and resolve recurring problems.
• Ability to multi-task.
• Proficiency in all office equipment.
• Excellent time management and organizational skills.
• Strong knowledge of county policies and procedures.

Note: Relevant background checks, clearances, physicals, drug tests, and other assessments will be conducted after an offer of employment per County policy.

Computer Skills:

• Intermediate to Advanced Microsoft Office suite (Word, Excel, Access, PowerPoint, Outlook)
• PeopleSoft or ability to learn it.
• Basic Court Management System software or ability to learn CMS.

Physical Demands:

Frequent standing, walking, sitting, bending, talking or hearing. Occasionally reaching, working above shoulder height, kneeling, stooping, crouching, crawling, climbing, twisting, pushing, lifting, working with office machinery, and driving. Rarely, working in high noise levels.

Work Environment:

• Varied noise levels depending on the department.
• Mostly indoor work, some outdoor requirements.

Other:

• Maintain professionalism and composure under stress.
• Dealing effectively with all personalities.
• Extended hours may be required.
• Confidentiality is essential.