Clerical Support Staff

COURT OF COMMON PLEAS OF ALLEGHENY COUNTY

ALLEGHENY COUNTY PROBATION DEPARTMENT

TITLE: Secretary UNIT ID : 1601

DEPARTMENT : Administration, CISP, Community Based Offices and Intake and Investigations

SUPERVISED POSITIONS : 0 REPORTS TO : Supervisor

POSITION SUMMARY : This is a professional clerical position assigned to the Allegheny County Probation Department. The Secretary's responsibilities include preparing various documents and correspondence for the Supervisor and other appropriate employees, coordinating the unit's JCMS data entry requirements as well as performing general clerical duties. This individual's assignments generally follow routine procedures, which are regularly reviewed upon completion. Initiative, independent judgment, flexibility, and ongoing training are required. Work assignments may involve some initiative and independent judgment.

EDUCATION/EXPERIENCE QUALIFICATIONS : Applicant must have achieved and possess an educational level of completion of a post high school business curriculum and one (1) year of progressively complex clerical experience or completion of high school or equivalent and two (2) years of secretarial experience in an office or court setting; or equivalent experience or training which provides the required knowledge, skills and abilities.

SPECIAL QUALIFICATIONS : General clerical and office procedures and practices. Must possess the ability to manage electronic files, type at least 45 words a minute and have excellent spelling skills, knowledge of business writing and computer software such as Microsoft Office including Word, Excel and Outlook expertise, organizational skills, ability to work independently, ability to work and communicate effectively with other departments, government and Court officials, law enforcement personnel, other outside agencies, clients, associates and the public.

KNOWLEDGE OF EQUIPMENT : This position requires fundamental skills of computer equipment, in addition must have basic knowledge of copier, typewriter, telephone, facsimile, and scanner.

PHYSICAL DEMANDS/WORKING CONDITIONS : General office conditions. Must be able to sit, reach, bend, stoop and stand, open/close files and lift up to twenty (20) pounds. Manual dexterity and range of hearing/vision sufficient to operate standard office machines. This position requires the incumbent to perform multiple priorities/tasks. Must be able to deal with stress associated with fast-paced environment, make judgment decisions and adapt to changing work situations.

* Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

LICENSE REQUIREMENTS : Act 33 Clearance, Criminal Check and FBI Criminal Record Clearance

STATUS: Full time with benefits

KEY ACCOUNTABILITY ACTIVITIES: Not all employees holding this position perform all of the following.

Processes general and confidential correspondence, reports and other documents for the office supervisor by:

· Receiving, reviewing, sorting and directing incoming and interoffice correspondence and requests to the appropriate staff;

• Copying materials, reports and correspondence for files;
• Preparing materials, reports and correspondence for mailing.

Prepares and assists with general and confidential correspondence, reports and other documents as necessary for the supervisor and all other department/center employees by:

• Proofreading materials, reports and correspondence to ensure correct grammar, spelling, format, coherency and other guidelines;
• Function as a receptionist at the office, which includes;
• Answering, screening and routing calls to appropriate staff;
• Providing information or forwarding inquiries and requests to appropriate staff;
• Greeting and directing visitors;

· Assisting with resolving problems or calming a visitor or caller until the supervisor or designate arrives.

Performs clerical duties for administrative staff:

• Providing and assisting support for other departments in absence of their secretary;

· Assisting other departments when requested for special projects/additional assignments;

· Ensuring office equipment is in operating condition and supplies maintained;

• Ensure administrative records are maintained;

· Developing/maintaining filing system;

· Entering data in the court's information management system and working closely with the Information Management Department to ensure accuracy and timeliness of data entry;

· Coordinate/enter data in the court's information management system while acting as liaison with the Information Management Department to ensure accuracy and timeliness of data entry; provide staff training, as needed, in the area of data entry;

· Handle scheduling functions for unit as determined by supervisor.

Essential Duties:

· Receives, reviews, sorts and directs incoming and outgoing correspondence;

· Copies materials, reports, and correspondence for files;

· Prepares and types general and confidential materials, reports, and correspondence;

· Proofreads material, reports and correspondence for grammar, spelling, format, coherency and other guidelines;

· Functions as the receptionist including answering, screening and routing calls; providing information and forwarding inquiries; greeting and directing visitors; assisting and resolving problems of visitors and callers;

· Ensures common office equipment (i.e., printer, fax, shredder) is in operating condition and maintains supplies;

· Ensures records are maintained;

· Implements/maintains filing system;

· Enters data in the Court's information management system and works with the Information Management Department to ensure accuracy and timeliness of data entry;

· Regular attendance is required because the secretary must meet specific deadlines, due to established Juvenile Act mandates for the filing of petitions and processing hearing notices. Failure to meet the established mandates adversely affects the integrity of the Court and places the Court in violation of the law.

Job Type: Full-time

Pay: From $39,729.00 per year

Benefits:

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

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• High school or equivalent (Required)

Work Location: Multiple locations