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Job Description:

JOB SUMMARY

• This employee is a full-time coordinator of administrative services and Office Support Staff within Adult Probation & Parole Services. 
• This individual provides supervision, training, and direction to Office Support Staff who are responsible for carrying out procedural processes including reception, typing, data entry, record keeping, filing, and general operations support. 
• The person holding this position may, at times, perform the same tasks as those whom he or she supervises in order to provide coverage. 
• This individual also provides full performance and operational oversight of the department's special administrative projects, record retention, onboarding processes, IT and facilities requests, inventory of assets, and workspace layout and planning.    

REPORTING RELATIONSHIPS

• This position reports directly to the Deputy Director of Administrative Services.
• Six full-time Office Support employees report to this position.      

ESSENTIAL JOB FUNCTIONS

• 45%  Assume full oversight and responsibility for the operations, efficiency, and results of the Office Support Unit. Assign clerical and receptionist duties to staff and specific review of the work product for accuracy and appearance.   Ensure staff coverage and operation of the central reception station.  Monitor work flow to assure efficient production and delivery of product.  Review of procedural and organizational functioning for overall efficiency and effectiveness.  Enforce departmental standards of professionalism/courtesy and work quality/output of staff.

• 15% Oversee the coordination of the agency’s record retention management in conjunction with other Office Support Staff and Senior Leadership Team. Responsibilities include, but are not limited to, the review of individual client case files to determine whether files are eligible for closure and/or disposal in accordance with retention requirements established by the Administrative Office of the PA Courts and APPS; organization of client files to ensure files are properly stored and accessible; preparation of client files; scanning and saving of case file records in accordance with established procedures; and maintenance of accurate documentation of file-related activity.  This position will also oversee other record retention procedures as directed, including the disposal of personnel, recruiting, payroll, and other records in accordance with requirements established by the Administrative Office of the PA Courts and APPS.

• 15% Perform purchasing duties, including ordering office supplies and coordinating routine procurement needs.

• 10% Support onboarding and offboarding by coordinating new hire paperwork, managing system and building access, preparing required court documents for sworn officers, and issuing employee identification credentials.

• 10% Assist with requests for IT assistance and Facilities Management.  Serve as the primary collector, editor, and organizer of agency asset record data. Manage technology assets and coordinate the layout and optimization of office workspace.

• 5%  Work in cooperation and coordination as a member of the Adult Probation and Parole Services Collective Leadership Team.  Schedule and participate in meetings to record and distribute minutes.  Compose meeting agendas, provide research and manage progress on projects and decisions to ensure timely completion, and prepare memos and reports.  Schedule and reserve rooms for internal and external meetings; ensure any necessary equipment is available and is functioning properly.

 OTHER SPECIFIC TASKS OR DUTIES

• Performs related work as required.

MINIMUM QUALIFICATIONS 

• Education equivalent to high school graduate; Four years of clerical and/or data entry experience in an administrative, governmental, judicial, or law enforcement setting; Any equivalent combination of education, experience and training that provides the required knowledge skills and ability to perform this job; Must have strong aptitude and ability in administrative, interpersonal, and organizational skill; or any combination of education and experience which has provided the knowledge, skills and abilities cited above.

KNOWLEDGE, SKILLS AND ABILITIES

• Comprehensive knowledge of standard clerical practices and procedures governing records keeping, documentation and office processes commonly employed in administrative, professional, governmental, and judicial offices.
• Ability to gain thorough knowledge of procedural and processing requirements governing the standard operating procedures of Adult Probation & Parole Services.
• Excellent organizational skills.
• Thorough knowledge of the organization of court related departments and a general understanding of their functioning and complete understanding of the Court Employees Policy and Procedural Manual. 
• Complete understanding of basic English usage, grammar, spelling and punctuation.
• Knowledge of commonly accepted methods of supervising a staff of operations support employees.           
•  Skill in reviewing and analyzing information sources and procedural requirements of office operations, identifying areas for improvement and developing systems and strategies for implementation.
• Ability to devise and implement solutions to administrative problems with minimal oversight. 
• Skill in establishing and maintaining effective working relationships with staff. 
• Skill in organizing office workload, establishing priorities and overseeing completion of clerical processing requirements.
• Ability to develop a thorough understanding of computer software including, but not limited to Microsoft Word, Excel, PowerPoint, as well as the department client case management system. 
• Willingness to learn additional computer software programs including the PA Common Pleas Criminal Case Management System.
• Professional communication skills.     

REQUIRED LICENSES/CERTIFICATIONS/CLEARANCES

•  The candidate must pass a criminal background check and reference checks.    

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• This position has been identified as having the potential for exposure to Hepatitis B.  Access to training and a voluntary vaccination against Hepatitis B is provided.Ability to sit, sometimes for long periods of time.

• Ability to operate a computer or laptop.

• Ability to lift and move files weighing up to 10 pounds.

• Ability to provide own transportation to and from offender's homes, meetings, and other job-related appointments in a timely manner and ability to access those locations with reasonable accommodations.

The County of Lancaster offers comprehensive benefits to our employees.  Read more about our benefits here.

Lancaster County Government provides Equal Employment Opportunity for all persons regardless of race, religion, age, sex, national origin, genetic information or disability. The County also observes all applicable laws regarding Veterans status. The County reflects this action in all areas of employment and compensation practices and policies. Employment with the County is based upon the ability to perform the job as well as dependability and reliability once an individual is hired.