SECRETARIAL SUPPORT 1/District Justices 501 Hamilton Street Allentown PA

GENERAL DEFINITION:

This is secretarial support work at the full performance level. A position in this class provides a variety of support services for one to four individuals. Work may include individual responsibility for procedural processing of particular functions, but the primary emphasis is on traditional secretarial support services, such as gathering data, organizing, typing and controlling workflow, records keeping and general clerical assistance functions. A position in this class is differentiated from those in related ones by the incumbent's individual responsibility for accomplishing the primary assignment which is to facilitate the work of those supported. A position in this class reports directly to a technical, professional or administrative position. Receives and reviews incoming mail; determines nature of material and procedural action required; identifies subject and relationship to current and/or historical activities; may assemble available records, correspondence or other information and attaches for others???? use; refers materials to appropriate individuals, both within and outside of office; greets visitors and callers; determines nature of business; explains information, approvals, processes and other procedural elements needed for action; insures understanding and accomplishment of same prior to referral for action; refers others to appropriate office or individual for assistance. Schedules appointments and meetings for supervisor and other assigned staff on a daily basis; places telephone calls for supervisor to secure and provide information on his or her behalf; schedules conferences; coordinating participants' schedules; secures meeting room; notifies all parties of date, time, place and topic; makes arrangements for any needed equipment or other support; may prepare summaries of background information for use in such conferences. Types correspondence, memoranda, reports, opinions, petitions, agreements, contracts, reports and similar narrative and statistical material from recorded dictation, stenographic or other notes, handwritten drafts or other source material; proofreads such work and corrects typographical errors; may take stenographic or other notes of dictated correspondences such as cover letters, responses to invitations and referrals; establishes and maintains office files of such materials for staff use; processes paperwork for official filing and distribution to offices and individuals both within and outside of the County or the Court. May oversee work of other office clerical staff. Performs related work as required.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

• Thorough knowledge of clerical procedural and processing requirements governing records keeping, documentation and similar office functions in administrative, governmental, judicial or similar offices.
• Thorough knowledge of English usage, grammar, spelling and punctuation as used in clerical processing assignments in governmental or judicial offices.
• Basic knowledge of the organizational and functional relationships within the County, the Court and related organizations.
• Skill in gathering information from and explaining procedural and/or processing requirements to visitors, callers, clients, members of the public and representatives from other offices both within and outside of the County or the Court.
• Skill in organizing workload, establishing priorities and completing clerical processing requirements. Skill in operating, typewriting, word-processing, copying and other office equipment as required by work assignment. Ability to use word-processing, spreadsheet, database, graphics and/or similar computer programs, when required by work assignment.
• Ability to take accurate notes of discussions and dictated material in order to produce draft and/or final correspondence, documents and other items, when required by work assignment.
• Ability to establish and maintain effective working relationship with associates, callers, visitors, clients, representatives of other offices and members of the public

3-4 years of clerical experience in an administrative, professional, governmental or judicial setting, one year which shall have been at the full performance level.

G.E.D. or High School Diploma

Employee must provide own transportation.