Admin Supports Coordinator - Clerk of Courts
Full Time
West Chester, PA
Posted
Job description
Summary
The Administrative Support Services Coordinator provides administrative support to the Department. Responsible in an operations manager role for the department and the CPCMS department expert and trainer.. In addition, documents all department CPCMS procedures and ongoing updates with the system.
A criminal background check is required.
Essential Duties
- Assist Clerk of Courts and First Deputy in administering operations within the Clerk of Courts Office.
- Supervisor for up to 6 direct reports including finance and scanner/support staff.
- Monitor changes in legislation affecting office operations, advising the Clerk of Courts, and assisting with the formulation or revision of departmental policies and procedures to conform to legislative requirements.
- Coordinate projects, programs, and studies designed to improve the operation of department.
- Research and implement technology initiatives.
- Develop and track department’s Strategic Plan, Business Continuity Plan, Procedural Narratives, and Clerk of Courts Procedural Manual.
- Act as liaison to other Chester County departments: Work with other inter-organization departments (such as Court Administration, DAs Office, etc) and the AOPC to maintain accurate case records in CPCMS
- Ensure that department provides high standard of customer service to both legal professionals and the public.
- Oversee departments public and intranet websites.
- Utilizes CPCMs to input (docket) sentencings, pre/post trial motions, misc. orders, Summary Appeals., etc.
- Assist internal and external attorneys with all PacFile related questions and issues
- Provide administrative support such as word processing, creating, and updating Excel spreadsheets
- Create written processes for operations within the department
- Ensure operational processes and documents comply with regulations, guidelines, standards, and state/local policies
- Research and implement state and local rule changes that effect the department
- Extract, create and report Managing for Results statistics monthly for department and public
- Provide backup support to all areas in the department
- Update court forms and work with Court Forms Committee to ensure all forms are up to date
- Run daily and monthly statistical reports
- Maintaining daily workflow of docketing
- Provide customer service via over-the-counter, phone and email interaction
- Train new and current staff on updated procedures
- Cover any court hearings as needed in the absence of any court clerks or the Court Clerk Supervisor.
- Perform other duties, tasks and special projects, as required
Qualifications/Preferred Skills, Knowledge & Experience
Qualifications / Requirements:
- Associates degree or equivalent combination of education and experience.
- Five years of job-related experience.
- Strong verbal and written communication skills.
- Strong typing skills are required in this position.
- Knowledge and skill with modern office equipment (fax, copier, calculator).
- Ability to work independently and proceed with objectives.
- Ability to maintain confidential information and handle confidential matters.
- Ability to work as part of a team.
- Strong interpersonal skills.
- Ability to multi-task.
- Accurate and detail-oriented.
- Ability to interface with all levels of county management.
- A valid driver’s license is required.
Preferred Skills, Knowledge & Experience:
- Associates degree in Business Administration.
- Five years of experience in office administration.
- Ability to follow office protocol.
- Ability to use common sense understanding to carry out written or oral instructions.
- Strong time management and organizational skills.
- Flexibility.
- Exhibits a willingness to learn new tasks.
- Ability to direct and lend suggestions on unusual situations as they may occur.
- Ability to coordinate and distribute work assignments.
- Flexibility
- Proactive.
- Ability to carry tasks to completion.
Additional Information
Computer Skills:
To perform this job successfully, an individual should have:
- Advanced Word skills
- Advanced Excel skills
- Intermediate Access skills
- Basic PowerPoint skills
- Basic Outlook skills (Email and Calendar)
- Basic Internet Explorer skills
- PeopleSoft skills or the ability to learn PeopleSoft.
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