The Official Court Reporters Office for the County of Chester is seeking to find an individual capable of providing administrative support, receptionist duties and other tasks and functions as necessary. The successful applicant will be responsible for scheduling, timekeeping, preparing invoices and vouchers, monitoring and ordering supplies and acting as a liaison with representatives of other departments in order to smoothly provide services. Applicant should have a working knowledge of Microsoft Outlook and Office, Excel, Inova Payroll, Concur and the ability to learn and navigate through PeopleSoft programs. Good organizational skills, flexibility and the ability to work alone and also with a group are necessary for this position.
This is an advanced level Support Staff position that provides senior administrative support and clerical duties within the Official Court Reporters department. This position requires superior organization, interpersonal, computer, and typing skills. 

• Receptionist duties (answer phones, greet visitors, direct inquiries and correspondence).
• Typing and data entry (prepare, update and distribute lists, compose and proofread correspondence).
• Provide miscellaneous administrative support (file maintenance, research, etc.).
• Filing (ability to file alphabetically and numerically).
• Maintain databases, logs and spreadsheets and create reports.
• Clerical duties (assist with mailings, faxing, copying, printing, etc.).
• Open, sort and distribute mail.
• Perform special projects, as assigned.
• Perform other duties, tasks and office functions, as required.
• Timekeeping (knowledge of Inova program)
• Assist in preparation of invoices/vouchers related to transcript fees
• Coordinate transcript orders re: Rule 4000 requirements with transcription orders and deadline dates

• High School Diploma or General Education Degree (GED).
• Minimum of one year of general office experience.
• Intermediate skill to use a personal computer and various software packages.
• Excellent verbal and written communication skills.
• Strong typing skills 
• Ability to use office machines (fax, copier, calculator, etc.).
• Excellent interpersonal skills.
• Strong organizational skills.
• Proficiency in grammar and spelling. 
• Strong customer skills.
• Basic mathematical skills. 
• This position may require a general understanding of human resource guidelines.
• 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.
• At least two years of customer service experience.
• Ability to establish priorities and carry tasks to completion.
• Excellent ability to handle and resolve recurring problems.
• Ability to multi-task.
• Ability to use all office equipment.
• Accurate and detail oriented.
• Excellent time management and organizational skills.
• Strong knowledge of County policies and procedures. 
• Knowledge of County computer programs (Inova, Concur, PeopleSoft, et cetera.)

Computer Skills:
To perform this job successfully, an individual should have:

• Intermediate to Advanced Microsoft Office skills 
• Intermediate to Advanced Word skills
• Intermediate to Advanced Excel skills
• Intermediate to Advanced Access skills
• Intermediate to Advanced PowerPoint skills
• PeopleSoft skills (Financial and/or HR) or the ability to learn PeopleSoft.
• Basic to Intermediate Microsoft Outlook skills (Email and Calendar)
• Basic skills to use the Internet for research purposes.

Physical Demands:
While performing the duties of this position, the employee is frequently required to stand, walk and 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 drive a vehicle. On rare occasions, the employee will need to work with an uncommon level of noise.
 
There are no specific vision requirements listed for this position. 
 
Work Environment:

• The noise level in the work environment is usually quiet to moderate.
• Will work inside 100% of the time.

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 money.
• Ability to work extended hours, as required.
• Ability to work as part of a team.
• Flexibility and ability to adapt to change.
• This position requires confidentiality.
• A valid driver’s license may be required.