What are the responsibilities and job description for the Clerical Supervisor I position at Chester County of Pennsylvania?
Summary
The Clerical Supervisor provides supervisory clerical support, office management support, and administrative secretarial support services to ensure that clerical support and office functions are maintained at an acceptable level to meet departmental needs.
A criminal background check is required.
Essential Duties
- Process new vendor requests Process
- Maintain and order supplies – PeopleSoft FIN
- Process Employee Expense Reimbursements
- Link scanned office files – Perceptive Content
- Invoicing – SAP Concur
- Manage/maintain all forms used by the department – order, update and create new forms
- Manage/maintain the Public Defender’s library – process and distribute incoming book shipments
- Maintain employee attendance and payroll records
- Assist and backup Support Staff
- Submit maintenance requests – Maximo
- Move and condense files
- Computer /printer key inventories
- Oversee clerical staff (e.g., ensure receptionist/telephone coverage; delegate assignments; oversee daily task schedule, such as data entry, mail delivery).
- Provide secretarial support to administrative and supervisory staff (e.g., personnel documents, contractual documents, correspondence).
- Oversee telephones, cell phones, pagers, office keys, housekeeping, conference room reservations and other facility-related issues.
- Maintain and order office supplies and equipment.
- Assign, direct, instruct, support and follow-up clerical typing assignments and special projects.
- Interview potential staff, train new clerical staff and perform yearly evaluations.
- Oversee and maintain computer and departmental filing system.
- Process mail.
- Perform clerical tasks, when necessary (back-up receptionist, telephone, filing, copying, data entry, mail routing, typing, etc.).
- Perform other duties, tasks and special projects, as required.
Qualifications/Preferred Skills, Knowledge & Experience
Minimum Requirements:
- Associate’s degree from an accredited college or university, or equivalent combination of education and experience.
- One year of moderately complex clerical work experience; or any equivalent experience and/or training that provides the required knowledge, skills and abilities.
- Intermediate skill to use a personal computer and various software packages.
- Strong verbal and written communication skills.
- Customer service experience or skills.
- Ability to work independently and proceed with objectives.
- Strong grammar and spelling skills.
- Ability to maintain confidential information and handle sensitive matters.
- Ability to work as part of a team.
- Ability to multi-task and carry tasks to completion.
- Accurate and detail-oriented.
- Ability to establish priorities.
- Ability to coordinate and direct work assignments.
- Ability to interface effectively with all levels of County management.
- Strong working knowledge of bookkeeping, budgets, spreadsheets and interpreting audits
- A valid driver’s license may be required.
Preferred Skills, Knowledge & Experience:
- At least three years of job-related experience and hands-on knowledge of administrative responsibilities.
General understanding of Human Resource policies and procedures.
- Intermediate skill to use a personal computer and various software packages.
- Strong verbal and written communication skills.
- Strong grammar and spelling skills.
- Ability to coordinate and direct work assignments.
- Ability to maintain confidential information and handle confidential matters.
- Strong organizational and interpersonal skills
- Customer service experience or skills.
- Ability to work independently and proceed with objectives.
- Ability to maintain confidential information and handle sensitive matters.
- Ability to work as part of a team.
- Ability to multi-task and carry tasks to completion.
- Accurate and detail-oriented.
- Ability to establish priorities.
- Ability to interface effectively with all levels of county management.
- Ability to follow office protocol.
- Ability to establish priorities.
- Strong time management skills.
- Ability to handle and resolve recurring problems.
- Displays willingness to make decisions.
- Exhibits sound and accurate judgment.
- Flexibility (i.e., easily adapts to changes in the work environment).
- Balances team and individual responsibilities.
- General knowledge of legal records, guidelines and procedures.
- General knowledge and understanding of County of Chester policies and procedures.
Additional Information
Computer Skills:
To perform this job successfully, an individual should have:
- Intermediate Word skills
- Basic Excel skills
- Basic Access skills
- Basic Outlook skills (Email and Calendar)
- Basic Internet skills (for research purposes)
- Ability to learn specialized computer programs.
