Pay Rate: $19.00 an hour
Job Description
This position will primarily involve providing paralegal support services to the Board of Pardons division. However, this position will also include a variety of general administrative services as the position will be the main receptionist for the Office of the Secretary of State in Dover.
Job duties will include reviewing and processing incoming applications; filing/scanning; using Outlook to effectively and professionally communicate with other staff, clients and/or their representatives; creating word processing documents; maintaining databases typically using Access; maintaining spreadsheets typically using Excel; answering phones; greeting visitors; sorting and distributing office mail; and assisting in meetings as needed.
Schedule: Monday - Friday 8:00 am to 4:30 pm, one evening per month (5:00 p.m. to 7:00 p.m.)
Essential Functions:

• Answer phones; greet any visitors as the front receptionist; file, sort, and distribute mail; assist in meetings as needed which includes using Zoom.
• Logging in and processing incoming case files, which includes organizing and scanning files into a database.
• Reviews applications and legal/court documents for completeness and accuracy.
• Identifies problems with legal/court documents and case files and assists in correcting and researching/locating required information, files, and necessary documents.
• Applies agency laws, rules, regulations, policies, and procedures in maintaining and processing agency information.
• Creates official agency word processing documents; creates and maintains agency databases typically using Access; creates and maintains spreadsheets typically using Excel.
• Serves as a liaison with the public, clients, agency staff, and others to exchange information and explain agency services, laws, rules, regulations, policies, and procedures.
• Assures effective coordination of operational functions.
• Establishes tracking and monitoring systems and conducts follow up to ensure effective resolution of matters.
• Collects and compiles data to prepare reports and provide supporting documentation.
• Analyzes routine operating practices and procedures and makes recommendations to ensure smooth and efficient office operation.

Job Requirements:
Applicants must have education, training, and/or experience demonstrating competence in each of the following areas:
1. Experience in processing and maintaining documents or case files.
2. Experience in coordinating office activities such as planning/coordinating meetings; tracking workflow and follow up; composing meeting minutes; directing clients/customers; answering phones and explaining services to the public and customers/clients; establishing or maintaining filing/record systems.
3. Experience in data collection which includes collecting, compiling, and maintaining data from multiple sources such as files, records, databases, customers, staff, or others.
4. Experience in creating reports which includes combining and presenting data from multiple sources in an organized format.
5. Experience in using standard computer software programs for word processing, spreadsheets, and databases.
A criminal background check through the Delaware State Bureau of Identification is required. Knowledge of legal terminology a plus.