Office Support I 37.5 FT

Starting Compensation:

$31,960.50/Annually

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Job Description:

JOB SUMMARY

• This position will provide clerical support for all Divisions of Adult Probation and Parole Services. 

• This is moderately complex clerical work involving customer service in a variety of forms. 

• The Office Support I is responsible for the retrieval and filing of client files; maintenance of file room; processing agency mail; collect Court run documents; drop off drug test specimens. 

• This position will also assist with receptionist duties to include greeting visitors, checking in clients and other members of the public, answering and directing phone calls, and communicating with staff.  An employee in this position performs clerical work involving the need for strong communication skills both verbal and written, ability to follow directions, strong organizational skills, attention to details, and the ability to multitask.

REPORTING RELATIONSHIPS

• This position reports directly to the Office Support Supervisor.

ESSENTIAL JOB FUNCTIONS

• 60%- File Clerk: Retrieve and file all APPS client files, record all information on Excel spreadsheet and email appropriate staff; research sentencing sheets to be given to probation officers or placed in closed files; locate file numbers and retrieve files for all expungement requests.

• 10%- Collect all outgoing mail and place in designated mail bins; open incoming mail and distribute to appropriate personnel; distribute incoming e-faxes.

• 10%- Collect all necessary legal documents and filings and deliver these documents to the appropriate locations; ensure that orders are signed by the Business Judge; submit case summaries to the judicial chambers; retrieve expedited cases or documents from the District Attorney's Office; ensure that documents are officially logged at the Clerk of Courts or Prothonotary office.

• 10%- Provide reception and telephone coverage during lunch hour; serve as the back-up when regularly assigned receptionist is absent.

• 5%- Take drug test specimens to designated FedEx location.

• 5%- Perform various clerical tasks to include: confidential paper shredding.

MINIMUM QUALIFICATIONS 

• Education equivalent to completion of high school including course work in standard business practice office procedures or equivalent.  Must possess some experience in clerical and/or typing experience in an administrative, professional or judicial setting; or any combination of acceptable education and experience which has provided the knowledge, skills, and abilities cited below.     

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of general principles and policies of the criminal justice system.

• Knowledge of practices and procedures governing filing, reception, and administrative assistance procedures.

• Excellent organizational skills.

• Ability to use and operate office equipment such as personal computer, facsimile machine, and copier.  Proficiency in the use of, or willingness to learn, software applications as required by job duties.

• Complete understanding of basic English to include usage, grammar, spelling, and punctuation.

• Ability to communicate effectively with offenders, members of the Judiciary, co-workers, representatives of other agencies, and the public.

• Ability to organize workload, establish priorities, and complete clerical processing requirements.   

REQUIRED LICENSES/CERTIFICATIONS/CLEARANCES

• Must pass a criminal background check.     

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to sit, sometimes for long periods of time.

• Ability to operate a computer or laptop.

• Ability to lift and move files weighing up to 10 pounds.

• Ability to provide own transportation to and from meetings and other job-related appointments in a timely manner and ability to access those locations with reasonable accommodations.    

The County of Lancaster offers comprehensive benefits to our employees.  Read more about our benefits here.

Lancaster County Government provides Equal Employment Opportunity for all persons regardless of race, religion, age, sex, national origin, genetic information or disability. The County also observes all applicable laws regarding Veterans status. The County reflects this action in all areas of employment and compensation practices and policies. Employment with the County is based upon the ability to perform the job as well as dependability and reliability once an individual is hired.