Admin Asst/Community Coord

Company	County Of Chester, PaSee more
Address	West Chester, PA
Form of work	Full-Time
Category	Information Technology

Job description

Salary: $24.13 Hourly
Location : Justice Center - West Chester, PA
Job Type: Full Time, Non Exempt
Job Number: 02735
Department: Sheriff
Division: Sheriff
Opening Date: 03/14/2024
Closing Date: Continuous
Weekly Hours: 40
Shift: 8:30am-4:30pm
Summary
Support the Mission of the Chester County Sheriff's Office: To provide public service with integrity and professionalism.
This position requires superior organization, interpersonal, computer, and typing skills. The successful candidate will: Perform all essential duties and tasks as the command staff support for the Sheriff, Chief Deputy, and Lieutenants, including but not limited to the following: Prepare and organize official correspondence on behalf of the command staff. The Administrative Assistant provides direct support to the Sheriff, and members of the command staff as necessary. This position serves as the liaison between the Sheriff and all internal and external stakeholders to ensure a high level of customer service is always maintained. Duties of this position include preparing and reviewing correspondence, meeting coordination and support, document management, project management, and general receptionist responsibilities. This position will perform projects of a moderate to highly skilled nature.
This job requires the following documents to be obtained, reviewed as acceptable by the supervisor: PA Child Abuse, re-obtained every five years and a PA Criminal History and FBI Criminal History, every two years.
A criminal background check is required.
Essential Duties

Provide executive level support and clerical duties for the Sheriff and command staff.
Assist with maintaining financial and personnel records and reports.
Process payroll (or serve as back-up)
Assist with new hire onboarding process utilizing the designated software programs.
Assist with staff training schedule.
Liaison with the Payroll Department on timekeeping matters as necessary
Review employee timesheet data to ensure completeness for Sheriff approval.
Inform command staff on issues requiring their attention.
Liaison with the Human Resources Department on administrative personnel matters as necessary
Perform receptionist duties (answer phones, greet visitors, organize, arrange, and maintain files as well as respond to direct inquiries and correspondence)
Represents the Sheriff by reviewing correspondence, arranging department functions, answering questions and meeting requests directed to the Sheriff.
Provide excellent customer service to internal and external customers and stakeholders.
Compose correspondence for the Sheriff's signature.
Prepare documents and presentations including text, graph, photo, tabular charts, and embedded media.
Prepare agendas, meeting minutes, reports, and/or analyses.
Attend and assist with internal and external public relations events.
Coordinate, plan and assist with meetings and conferences for the department.
Arrange department travel and meetings by developing itineraries and agendas, and scheduling transportation, lodging, and meeting accommodations.
Coordinate command staff actions and serve as liaison among staff.
Complete projects and special assignments by establishing objectives, determining priorities, managing time, gaining cooperation of others, monitoring progress, problem-solving, and adjusting plans as needed.
Update job knowledge by participating in educational opportunities, reading professional publications, maintaining personal networks, and participating in professional organizations.
Ensure supplies, tools and resources are available to department personnel so they can accomplish their mission.
Perform all other duties, tasks, and special projects, as assigned by the Sheriff and command staff.

Qualifications/Preferred Skills, Knowledge & Experience

Associate degree from an accredited college or university with courses in office administration, or equivalent combination of education and experience.
Minimum one year of administrative office/administrative experience
Excellent communication skills (verbal and written).
Ability to maintain confidential information and handle confidential matters.
Strong organizational skills.
Ability to work independently and proceed with objectives without supervision.
Intermediate to Advanced computer skills in Microsoft Word, Excel, PowerPoint and Outlook
Intermediate math/accounting knowledge
Strong knowledge of grammar and spelling
Advanced typing skills
Intermediate knowledge and skill with modern office equipment (scanner, copier, label printer, etc.)
Advanced customer service skills and experience
Ability to work as part of a team.
Ability to remain composed under pressure.
Ability to consistently meet deadlines.
Excellent event planning skills including meetings, trainings, and conferences.
Valid State driver's license

Preferred Skills, Knowledge & Experience:

Bachelor's degree from an accredited college or university with courses in office administration, or equivalent combination of education and experience
Strong ability to use common sense understanding to carry out written or verbal instructions
Ability to handle and resolve recurring problems.
Strong time management skills with the ability to establish priorities (remain focused on daily operations)
Project Management experience
Able to carry tasks to completion and keep track of action items concerning department goals.
Accurate and detail oriented
Advanced interpersonal skills
Exhibits a willingness to learn new tasks.
Maintain a flexible outlook to meet longstanding objectives as well as newly assigned tasks which might have a quick (less than 24 hour) turnaround time.
Ability to handle constant interruptions while maintaining composure and tact.
Ability to multi-task

Additional Information
Other:

Confidentiality is crucial to this position.
This position requires professionalism, tact, and a high degree of executive presence.
Flexibility to participate in command level incidents, emergency or drill activations, as required.
Ability to work extended hours, as required.

Computer Skills:
To perform this job successfully, an individual should have:

Intermediate to Advanced Microsoft Office skills
Intermediate to Advanced Outlook skills (email & calendar)
Intermediate to Advanced cyber navigation skills for research purposes

Physical Demands:
While performing the duties of this job, the employee is frequently required to sit, walk, stand, and talk or hear. On occasion, the employee will need to reach above shoulder height. Rarely will they need to work with arms above shoulders; kneel, stoop, crouch, or squat; crawl; climb stairs; climb or work on ladders; push, lift or carry item; work with office machinery; drive a vehicle; work with an uncommon level of noise; and taste or smell.
The special vision requirements for this job are as follows:

Close vision (clear vision at 20 inches or less) - office work
Color vision (ability to identify and distinguish colors)

Work Environment:
The noise level in the work environment is usually quiet to moderate.
The County of Chester offers comprehensive benefits to our employees.
01
What is your highest level of education?