What are the responsibilities and job description for the Clerk position at Chester County of Pennsylvania?
Summary
The part-time Support Staff IV provides intermediate administrative support and clerical duties within their respective department. This position requires intermediate organization, computer and typing skills.
Essential Duties
- 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.
- Provide community outreach services to build awareness on the types of services the office provides.
- Create and update content on social media platforms and the office’s website and mobile application.
- Receptionist duties (answer phones, make outgoing calls, direct calls, greet visitors).
- Customer Service duties (answer phones and direct inquiries and correspondence).
- Typing and data entry (prepare and distribute lists, maintain statistical data, proofreading).
- Clerical duties (fax, copy, print, etc.).
- Maintain databases, logs and spreadsheets.
- Sort and distribute incoming mail.
- Filing and indexing (locate and pull files, re-file, update and maintain records).
- Perform special projects, as assigned (e.g., research, training, etc.).
- Perform other duties, tasks and office functions, as required.
Qualifications/Preferred Skills, Knowledge & Experience
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:
- Strong organization skills.
- Ability to prioritize work.
- Ability to multi-task.
- Knowledge of County policies and procedures.
Additional Information
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:
To perform this job successfully, an individual should have:
- Intermediate Microsoft Office skills
- Intermediate Word skills
- Intermediate Microsoft Outlook skills (Email and Calendar)
- Intermediate Excel skills
- Intermediate PeopleSoft Human Resources skills or the ability to learn PeopleSoft
