What are the responsibilities and job description for the Support Staff Position (SSS V) position at County of Chester?
The Planning Commission is seeking to fill a Support Staff position that provides administrative support to the department. As a frontline position, this requires superior organizational, interpersonal, computer, and word-processing skills. Duties include administrative support of the Act 247 Plan Reviews, preparing monthly board reports, meeting and event scheduling; word processing and duplicating; maintaining databases; preparing invoicing of grants and contracted services, receptionist duties, and other support staff assistance as needed.
The successful candidate will have a minimum of a high school diploma or General Education Degree (GED) and one year of office experience. An associate’s degree and two years of job-related experience are preferred. The candidate must demonstrate strong verbal and written communication skills, strong organizational skills, ability to multi-task; as well as competency in Microsoft software products, including Word, Excel, and Outlook. Experience with facilitating meetings on remote platforms such as MS Teams and Zoom is a plus. The ideal candidate will be adaptable in a fast-paced, evolving work environment, able to pivot priorities as needed while maintaining composure, and work effectively as part of a collaborative team.
Essential duties, tasks and accountabilities will vary by department and may include the following:
Computer Skills:
To perform this job successfully, an individual should have:
While performing the duties of this position, the employee is frequently required to stand, walk, 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 successful candidate will have a minimum of a high school diploma or General Education Degree (GED) and one year of office experience. An associate’s degree and two years of job-related experience are preferred. The candidate must demonstrate strong verbal and written communication skills, strong organizational skills, ability to multi-task; as well as competency in Microsoft software products, including Word, Excel, and Outlook. Experience with facilitating meetings on remote platforms such as MS Teams and Zoom is a plus. The ideal candidate will be adaptable in a fast-paced, evolving work environment, able to pivot priorities as needed while maintaining composure, and work effectively as part of a collaborative team.
Essential duties, tasks and accountabilities will vary by department and may include the following:
- Provide administrative support (arrange meetings, scheduling, create reports, handle correspondence, research, etc.).
- Receptionist or back-up receptionist duties (answer phones, make outgoing calls, direct calls, greet visitors).
- Word Processing and data entry (prepare and distribute lists, transcription, maintain statistical data, proofreading).
- Clerical duties (fax, copy, print, etc.).
- Maintain databases, logs, and spreadsheets.
- Sort and distribute incoming mail.
- Maintain supplies.
- Filing (pull files, re-file, maintain records).
- Take minutes of meetings, transcribe, and distribute to appropriate parties.
- Perform special projects, as assigned.
- Perform other duties, tasks, and office functions, as determined (e.g., attend conferences and meetings, facilitate meetings, etc.).
- Process daily zoning, subdivision, and land development plans.
- Read and enter all pertinent information into the county’s online record management system, EnerGov.
- Process tracking sheets and enter information on the Peer Review log for internal plan reviews.
- Complete plan review letter mailings and upload the plan review letters into EnerGov.
- Prepare month-end subdivision and land development reports with accompanying review letters and charts.
- Prepare check listing and deposit slips for the Treasurer’s office.
- Reconcile accounts monthly.
- Document and file adopted amendments, comprehensive plans, subdivision, and land development ordinances.
- Maintain plans in EnerGov for digital archiving.
- Prepare year-end report.
- Knowledge of land planning concepts and ability to read parcel maps is a plus.
- 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.
- 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 procedure.
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.
While performing the duties of this position, the employee is frequently required to stand, walk, 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 will vary by department from quiet to noisy.
- Work will be performed inside for the majority of departments; however, some departments will require outside work.
- This position requires 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.