SSS V - File Section

The SSS V provides advanced administrative support and clerical duties within their respective department.  This person must have excellent organization, computer and typing skills.


Criminal background check is required.
 

• Open files – determine the priority and type of file to be opened and whether the file needs immediate attention; cross-reference the database; ensure file isn't duplicated or that client is not a conflict of interest; number the file and enter all client/case information on the Public Defender database to create the file; and distribute to appropriate staff members.
• Assign files – must follow established office policy and assign files at the Common Pleas level to staff attorneys; enter data in database; file Praecipes of Appearance in USJ Portal and distribute files to respective attorneys' secretaries.
• Close files – assemble papers in their proper order, obtain the last closed file; consolidate the proper files; code files with the appropriate disposition code; and enter closing information on the database.
• Research Public Defender's database and provide client information to attorneys.
• Recordkeeping and Reports – print the daily opening report; run, copy and distribute weekly and monthly reports; balance month-end and year-end reports
• Back up Preliminary Hearing Secretary – prepare daily files for District Courts
• Various miscellaneous, to include:  Maintain records of lost files; trained on phone system (handle front desk/reception area); provide back up to other secretarial staff.
• Perform special projects as assigned
• Perform other duties, tasks and office functions, as required

Qualifications / Requirements:

• High School Diploma or General Education Degree (GED).
• Minimum of one year of general office experience.
• Intermediate skills in using a personal computer and various software packages
• Excellent verbal and written communication skills.
• Strong typing skills (minimum of 55 wpm).
• Ability to use office machines (fax, copier, calculator, etc.).
• Strong interpersonal skills.
• Proficiency in grammar and spelling.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• This position may require a general understanding of human resource guidelines.
• Ability to work as part of a team.
• Flexibility.
• Ability to interface effectively with all levels of county management.

 
Preferred Skills, Knowledge & Experience:

• Associate's 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 procedure.
• General knowledge of the criminal justice system and procedures is preferred, but not required.

Relevant background checks, clearances, physicals, drug tests, and any other assessments or evaluations will be conducted after an offer of employment is given per County policy.

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
• Basic Court Management System software skills or the ability to learn CMS

Salary : $21