Support Staff/ Mail Room, File Clerk

Summary

The SSS IV provides intermediate administrative support and clerical duties within their respective department. This person must have strong organization, substantial customer service expertise, computer, and typing skills.

Following is a composite of essential duties, tasks, and accountabilities; however, there are additional duties specific to each department. Attached to this job description is a breakdown of specific duties and tasks, by Department.

Essential Duties

Essential duties, tasks and accountabilities will vary by department and may include the following:

Receptionist/customer service duties (answer phones, make outgoing calls, direct calls, greet and triagevisitors).

Typing and data entry (prepare and distribute lists, transcription, maintain statistical data, proofreading).

Clerical duties (fax, copy, print, etc.).

Maintain databases, logs, and spreadsheets.

Sort and distribute incoming mail and documents.

Filing and indexing (locate and pull files, re-file, update and maintain records).

Perform special projects as assigned (e.g., research, training, runs errands, etc.).

Perform other duties, tasks, and office functions, as required (e.g., attend meetings, facilitate meetings, etc.).

Domestic Relations

Essential duties, tasks and accountabilities will vary by person within the Domestic Relations Department; each SSIV may have a combination of some but not all of these assignments:

Assign and log services papers and warrants to investigators.

Serve as liaison with the court and bench warrant unit regarding domestic relations office bench warrants.

Prepare daily files for conferences that are to be heard and ensure that files are complete and accurate.

Type and prepare bench warrants for certification by the court.

Serve as liaison with the court and county bench warrant unit for quash orders on warrants.

Review Officers’ daily correspondence and address issues such as continuances and rescheduling prior to the conference.

Schedule and send out notices for hearings if parties are not present for conference. Reschedule hearings, if necessary.

Process petitions and wage subpoenas.

Update employer information; verify employment and other data elements.

Process support orders after Conference Officer has heard the case.

Knowledge of PACSES/EPACSES and case management software a plus.

File all office correspondence (closed and open cases).

Process files to be closed.

Serve as backup for mail collection, opening mail and distributing mail.

Update addresses on PACSES.

Verify deposits are posted to the General Ledger.

Assist with enforcement and collection of support.

Assist Officers’ with locating a party to the case.

Prepare files to register to another County or State.

Generate and docket wage attachments and follow up on receipt.

Schedule and send out notice for non-compliance conferences.

Rotate at the front desk, answering phone and checking clients with appointments and those who walk in.

Correctly identify and direct calls and clients to office staff

Create and send out emancipation letter to parties pursuant to PA Rules of Civil Procedure 1910.19(e)

Update parties’ information based on collected information.

Image and scan documents into their respective electronic folder.

Understand and explain Support Order and their medical provisions.

Provide specified payment and docket entries to parties and their attorneys.

Understand and explain case financial summaries.

Return calls to clients providing information from caseworkers.

Clerk and assist in the courtroom as needed.

Qualifications/Preferred Skills, Knowledge & Experience

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 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.

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 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.Physical Demands:

Physical demands will vary by department and may include the following:

While performing the duties of this position, the employee is frequently required to stand, walk, sit, bend at the waist, and talk or hear. Occasionally, the employee will need to reach or work with arms above shoulder height; kneel, stoop, crouch, or squat; crawl; climb stairs; climb or work on a ladder; twist or rotate at the waist while working; push, lift or carry items; work with office machinery, and work with an uncommon level of noise.

The specific vision requirements listed for this position are:

Close vision (clear vision at 20 inches or less)

Color vision (ability to identify and distinguish colors

Depth perception (ability to judge distances and spatial relationships)

Ability to adjust focus.Work Environment:

The noise level in the work environment will vary by department from quiet to loud.

Most departments will work inside 100% of the time (some departments may require working outside).

Some departments may be required to work under crowded conditions with an aggressive population.

Some work locations may have strong odors.

May need to drive in extreme weather conditions.Other:

This is a highly visible position requiring strong professionalism.

Must be able to remain courteous and maintain composure under stressful situations.

Ability to deal with all types of personalities.

May need to deal with cash and checks.

Ability to work extended hours, as required.

This position requires confidentiality.