Administrative Assistant II

POSITION: Administrative Assistant II

Full-Time, 80 hours/pay

DEPARTMENT: Courts

Venango County Courthouse

PAY GRADE: NON-EXEMPT HOURLY FIVE

$30,656.91/yr.

OVERALL OBJECTIVE OF JOB

To perform specialized secretarial and administrative functions in a timely manner to assure efficient operation of the department; and to act as liaison between the assigned department and other county agencies and/or departments.

ESSENTIAL FUNCTIONS OF JOB

1. Assists Judges and Court Administrator in a variety of specialized administrative and secretarial projects and duties as assigned.

2. Prepares Orders, Opinions and all other correspondence of President Judge and Judge in a timely and accurate manner.

3. Types reports, letters, memos and other documents as needed on computer; prepares required reports and agendas as directed.

4. Assigns and reviews work of clerical staff and answers questions and assists in solving problems within department, as directed.

5. Composes letters, memos, court orders and other correspondence as required.

6. Establishes and maintains files and statistics required within the department.

7. Operates computer, provides input and makes adjustments to programs and data as required.

8. Schedules court hearings, appointments, meetings, etc. for Judges and Court Administrator.

9. Answers inquiries from public and others regarding departmental procedures, assisting them in person or on the telephone; also issues various forms and applications to general public.

10. Processes high volume of forms for department.

11. Interacts with other internal and external government departments, outside bureaus, agencies, courts and general public daily as needed to perform essential job duties.

12. Assists with budget estimates and other fiscal and statistical reports; balances accounts and statements as assigned.

13. Assists with several department projects/programs, i.e., Venango County Bar Association Pro Bono program, Language Access, transcript requests, contracts, grants, studies, court preparation and documents depending upon specific department needs.

14. Processes invoicing, billing or other financial matters for department as assigned.

15. Processes court cases, hearings, etc. and prepares and maintains dispositions of cases and progress of pending cases and appeals depending upon department.

16. Dockets and expunges legal documents if required by department.

OTHER DUTIES OF JOB

1. Attends meetings, trainings and seminars as required.

2. Requisitions supplies for office as required.

3. Opens mail and distributes within the department as necessary.

4. Assists other clerical staff with work duties as needed.

5. Performs other job-related duties as required.

SUPERVISION RECEIVED

Receives occasional instruction and some supervision from the District Court Administrator and/or Assistant in regard to daily work activities.

SUPERVISION GIVEN

None

WORKING CONDITIONS

1. Works indoors in adequate office space, lighting, temperatures and ventilation.

2. Frequent exposure to noise, disruptions and stress.

3. Normal indoor exposure to dust/dirt.

4. Travels occasionally when needed to perform essential functions of job.

PHYSICAL AND MENTAL CONDITIONS

1. Must possess ability to record, convey and present information, explain procedures and follow instructions.

2. Must be able to sit for long periods throughout the workday, with intermittent periods of standing and walking and occasional periods of bending, twisting, stooping, reaching and grasping as necessary to carry out essential job duties.

3. Dexterity requirements range from coordinated movements of fingers/hands for typewriter and computer, to simple dexterity of feet/legs/torso as necessary to carry out job duties.

4. Sedentary work, with occasional lifting/carrying of objects with a maximum weight of ten pounds.

5. Must be able to cope with the physical and mental stresses of the position.

6. Must be able to move frequently throughout the workday as needed to carry out essential job duties.

7. Must be able to pay close attention to details and concentrate on work.

QUALIFICATIONS

A. EDUCATION/TRAINING

Associate degree in Business or Paralegal plus some computer training and/or experience preferred.

B. WORK EXPERIENCE

Two to four years of working experience, preferably in government or legal administrative environment, including clerical experience with transcription; or any acceptable combination of education, training, and work experience.

· Must not appear on Preclusion Lists as defined by “Pennsylvania’s Medical Assistance Bulletin 99-11-05 Provider Screening of Employees and Contractors for Exclusion from Participating in Federal Healthcare Programs.”

· Must successfully complete pre-employment drug screening.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

1. Must be able to speak and understand the English language in an understandable manner in order to carry out essential functions of job.

2. Must have an excellent command of the English language, punctuation, spelling and grammar and be able to produce an error-free work product from dictation in a timely fashion.

3. Must possess above-average typing skills.

4. Must possess good communication and interpersonal skills.

5. Must possess initiative and problem solving skills.

6. Must possess ability to function independently, have flexibility and the ability to work effectively with clients, co-workers and others.

7. Must possess ability to maintain confidentiality in regard to client and Countydepartment information and records.

8. Must possess the technical knowledge of operating personal computers,

dictaphone and other office equipment with accuracy and reasonable speed.

9. Must possess a willingness to travel as needed to carry out essential job duties.

10. Must possess the ability to make independent decisions when circumstances warrant such action.

11. Must possess excellent organizational skills and ability to coordinate several schedules and details or projects with accuracy and efficiency.

12. Must possess ability to perform basic mathematical calculations and prepare invoices, billings and/or financial reports; also maintain statistics and recordkeeping on assigned department projects.

13. Must possess ability to compose routine correspondence.

14. Must possess ability to interact effectively with several departments and outside agencies using tact and discretion.

15. Must possess some knowledge of legal terminology and the operation and procedures of court systems and county government.

ATTENTION APPLICANTS:

All applicants are required to submit a County Application for Employment in order to be considered for this position.

Veterans claiming veterans’ hiring preference must provide a valid DD214 form that clearly displays an honorable or general discharge and dates of service completed.

All applications and related documents must be received by the deadline in order to be considered. Late applications will not be accepted or considered.

DEADLINE TO APPLY: 04/30/2025 at 4:00 p.m.

EOE M/F/D/V **THE COUNTY OF VENANGO IS A DRUG-FREE WORKPLACE.**

Job Type: Full-time

Pay: From $30,656.91 per year

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

People with a criminal record are encouraged to apply

Work Location: In person

Salary : $30,657