The Executive Assistant provides supervisory clerical support, office management support, and administrative support services to 16 Magisterial District Judges and staff as well as the Minor Judiciary Administrator. These functions must be maintained at an acceptable level to meet departmental needs. The position will prepare court staff for yearly county audits as well as state audits conducted by the Auditor General’s Office of the state of PA. They will conduct their own procedural audits for each court to ensure exemplary audits and that all proper procedures are being followed. Communicates the organizational needs of the court system. They will help the courts understand the performance targets and goals. They will ensure that all the state and county policies, rules and procedures are adhered to daily. They are the liaison for handling complaints in the district courts. They will troubleshoot district court issues from judges, staff, and the public. They will also provide effective and professional communication by answering inquiries from attorneys, litigants, and the public. The candidate for this position will assist the minor judiciary administrator with special projects and the preparation of the yearly budget in addition to paying invoices, preparing court orders, training new staff, working at district courts when needed and administering testing for Clerk ll reclassifications. Candidate must have knowledge of each district court department and clerical supervisor duties and will be responsible for the implementation of new policies/procedures and updating department handbooks. They will maintain constable records by ensuring that certifications and clearances are up to date and schedule the swearing in ceremony on election years. Candidate will work with various county departments, external vendors and the AOPC to accomplish tasks and projects.
Provide administrative support to the Minor Judiciary Administrator
Provide administrative support to the Magisterial District Judges, the MDJ courts and supervisory staff (e.g., personnel documents, contractual documents, correspondence).
Supervises the 16 district courts and manages the reciprocal relationship between staff and the organization so that each is successful
Communicates the organizational needs of the court system
Oversees employees’ performance, provide guidance, support, and also help to identify development needs
Coach, counsel and help direct the Clerical Supervisors and their staff
Helping the courts understand the performance targets and goals
Assist with the relocation and closure of courts
Assist with the implementation of the COOP Plan
Oversee telephones, cell phones, office keys, housekeeping, conference room reservations and other facility-related issues
Maintain and order office supplies and equipment
Serve as liaison to court Clerical Supervisors and Judges
Assign, direct, instruct, support and follow-up clerical typing assignments and special projects (e.g., updating manuals, large mailings)
Interview potential staff, train new clerical staff and provides input for yearly evaluations
Oversee and maintain computer and departmental filing system
Process mail/emails
Perform clerical tasks, when necessary for Court Administration- Law Library, Formal Arraignments
Assist with special projects assigned by the Minor Judiciary Administrator or the Court Administrator
Perform other duties, tasks, and special projects, as requested
Ensure that all State and County policies, rules, and procedures are followed
Maintain all financial reports (weekly, monthly, and annual) to State, County, and Municipal government by each District Court
Responsible to trouble shoot issues of District Court checking accounts, including daily deposit preparation and monthly reconciliation along with approving monthly transmittals to the county
Responsible for compliance and preparation of yearly County and State audits including County procedural audits
Responsible to conduct yearly Procedural Audits on all District Courts
Responsible for compliance with state retention schedule; preparing records for archives, destruction, etc. Schedule all case files to be picked up for destruction by Chester County Archives in accordance with the state retention schedule
Responsible to prepare and maintain all escheated funds on a monthly basis to the County as well as are responsible to get funds to the state on a yearly basis
Interact with District Court staff on a daily basis. Respond to inquiries or request for data from State and Chester County Court Administrator
Responsible to make arrangements for all AOPC training of new staff or cross train of experienced staff
Work with the AOPC IT department to enhance the accessibilty of the district court staff through the state computers. Be consistant with adding new enhancements to aid in the accuracy and ease for the district court staff
Prepare supply order requests and pay all supply invoices when received from courts
Interact with District Court landlords and handle all court emergencies to keep the properties up to date
Ensure sufficient staffing for all courts during shortages
Prepare and submit accurate attendance records to Minor Court Administrator for all District Court staff bi-weekly. Monitor vacation, sick and personal time
Conduct second interviews for all vacant positions in the district courts
Responsible for on-boarding of new court employees to the county
Responsible for activating and deactivating all court staff as well as Magisterial District Judges with AOPC and the County
Deal with difficult customers and trouble shoot for District Court issues
Prepare Court Orders for all transfers or temporary re-assignments arrising from recusals
Type and file all constable transport orders bringing a defendant from another county to the MDJ court for a preliminary hearing
Responsible for processing all payments for, electric, internet services, etc. for the district courts including monthly rents
Responsible for maintaining confidentiallity in the courts
Ensure that security measures and fire safety measures are applied in the district courts
Have knowledge of each Magisterial District Court departments (Civil, Criminal, Traffic, Non-Traffic)
Make sure that handbooks for each court department have been updated and supplied to the court staff
Create, train and implement all new procedures in the district courts
Prepare financial statements for all the district courts in accordance with the internal audit department of Chester County
Work with Minor Judiciary Administrator yearly to prepare the budget for the 16 district courts and DJ Administration
Maintain Cost Center and Statistical Reports with performance measures to aid in the preparation of the budget
Process yearly security grant from the state by researching new innovative products to enhance safety for the district court staff
Work with district courts on bank issues including deposit adjustments; opening new accounts and working on Positive Pay to protect the courts from check fraud
Ensure compliance with new procedures for scheduling all incarcerated individuals through the calendar and attaching the complaint for the prison staff
Upload documents to be saved in the computer vs printing and storing all documents
Prepare agenda and hold bi-annual meetings with clerical supervisors
Prepare orders for Senior Judges covering in MDJ offices with vacancies
Keep up to date COOP plan for AOPC as well as County notification
Responsible for all HRDF paperwork to the HR department as well as all job postings for vacancies
Prepare and schedule updated testing for DJ Clerk II reclassification
The job requires distribution of essential supplies using logistics principles
Keep constable records up to date with yearly certifications and clearances
Maintain and assist updating Constable Handbook
Every election cycle set up the swearing in for elected constables
Set up hearings and contracts for constables after all certification paperwork has been filed
Be the liaison for any corrected constable cost sheets from the controller’s office and Magisterial District Court
Are responsible to run reports for county departments needing specific information to aid in the operation of their departments
Must attend continuing education classes through the county, the AOPC as well as the professional organization MAACM.
Associate’s degree from an accredited college or university with courses in business administration, accounting, human resources, legal studies or related field, four years of job-related experience, or any equivalent combination of education and experience
Strong working knowledge of bookkeeping, budgets, spreadsheets and interpreting audits
Accurate and detail oriented with strong verbal and written communication skills
Strong organizational and time management skills.
Strong interpersonal and customer service skills
Ability to work independently or as part of a team and proceed with objectives
Strong grammar and spelling skills
Ability to follow protocols to handle and resolve irregular problems
Ability to establish priorities and remain focused on daily operations.
Ability to coordinate and direct work assignments
Ability to interface effectively with all levels of County management
General understanding of Human Resource policies and procedures.
Balances team and individual responsibilities.
Exhibits sound and accurate judgment and a willingness to make firm unbiased decisions.
Conflict management and resolution skills.
Able to use common sense understanding to provide written or verbal instructions.
Flexible, with an ability to carry multiple projects and tasks to completion.
Exhibits a strong work ethic and a willingness to learn new tasks.
Ability to work effectively with people from diverse backgrounds.
Professionalism, integrity, and honesty with an ability to handle confidential matters
Preferred Skills, Knowledge & Experience:
Associate’s degree from an accredited college or university in Business Administration or a related field.
Take and pass DJ Clerk II test
Five or more years of job-related experience including managerial or supervisory roles.
Paralegal certification(District Attorney, Domestic Relations, and Public Defender Departments).
Notary Public license.
Strong working knowledge of the Criminal Justice system (District Attorney, Domestic Relations and Public Defender Departments).
Have strong knowledge of County of Chester Employee Handbook
Advanced knowledge of legal records, guidelines and procedures.
General knowledge and understanding of County of Chester policies and procedures.
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 Office Suite Skills, (Word, Excel, Access, PowerPoint, and Explorer).
Intermediate Outlook Skills (email and calendar)
Ability to learn specialized computer programs.
Physical Demands: While performing the duties of this position, the employee is frequently required to sit, talk and hear. Occasionally, the employee will need to stand; walk; bend at the waist or work bent at the waist; lift items weighing up to 15 pounds for a height of up to two feet. On rare occasions, the employee will need to reach above shoulders or work with arms above shoulder height; climb approximately 13 stairs; push items weighing up to 15 pounds; and carry items weighing up to 15 pounds for a distance of up to 2 feet. There are no special vision requirements listed for this position. Work Environment:
The noise level in the work environment is usually quiet.
Work will be performed inside in an office environment.
Other:
Ability to work extended hours.
A valid driver’s license may be required.
Must be able to deal tactfully with customers and maintain your composure in difficult situations.
