Office Support II 37.5 FT

Starting Compensation:

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Job Description:

JOB SUMMARY

• This position is primarily responsible for administrative tasks but will also provide clerical support for all Divisions of Adult Probation and Parole Services (APPS) to include record retention coordination, agency training record keeping, fiscal duties, fleet management, reception coverage, and other general clerical duties. 

• This is complex clerical work involving the use of independent judgement. 

• Work involves skilled typing and review of correspondence, reports, and other similar documents and may also involve frequent interactions with departmental staff, other agencies, and community partners. 

• Work may involve providing training and guidance to new employees. 

• Work is performed with considerable independence and is subject to periodic changes in operating procedures.

REPORTING RELATIONSHIPS

• This position reports directly to the Office Support Supervisor.

ESSENTIAL JOB FUNCTIONS

• 30% - Serve as the primary coordinator for the agency’s record retention management in conjunction with the APPS Officer Support Supervisor and Senior Leadership Team. Responsibilities include, but are not limited to, the review of individual client case files to determine whether files are eligible for closure and/or disposal in accordance with retention requirements established by the Administrative Office of the PA Courts and APPS; organization of client files to ensure files are properly stored and accessible; preparation of client files; scanning and saving of case file records in accordance with established procedures; and maintenance of accurate documentation of file-related activity.  This position will also assist with other record retention procedures as directed, including the disposal of personnel, recruiting, payroll, and other records in accordance with requirements established by the Administrative Office of the PA Courts and APPS.

• 30% Serve as the primary collector, editor, and organizer of agency training record data. 

• 10% Assist the Collective Leadership Team with the scheduling of special meetings, preparing memos and reports, and department-wide projects.

• 10% Assist with requests for IT assistance and Facilities Management.  Serve as the primary collector, editor, and organizer of agency asset record data. Assist with fleet management as required.

• 10% - Maintain various responsibilities with regard to APPS fleet vehicles, including but not limited to, reserving vehicles for staff members, ensuring vehicle inspection reports are completed, and managing fleet maintenance scheduling.

• 5% - Perform various clerical tasks to include: Court run, retrieving/distributing mail and e-faxes, shredding confidential paperwork, reception coverage, and calculating and entering fees in CPCMS as directed, etc.

• 5% - Perform other duties and miscellaneous tasks as signed or directed by Supervisor, including providing support for special projects, operational needs, and departmental priorities.

OTHER SPECIFIC TASKS OR DUTIES

• Perform related work as required.

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.  

• Must pass a criminal background check and reference checks.    

• 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.