Support Staff Vi - Solicitor

Salary: $24.13 Hourly
Location : 313 W Market Street - West Chester, PA
Job Type: Full Time, Non Exempt
Job Number: 02355
Department: Solicitor
Division: Solicitor
Opening Date: 08/30/2023
Closing Date: Continuous
Weekly Hours: 35
Shift: 8:30am-4:30pm
Summary
The Chester County Solicitor's Office needs an organized and detail-oriented person who is willing to learn new things to support the County's lawyers. Experience in a law office is a plus, but not required.
Perform all essential duties, tasks and accountabilities as the office manager including, but not limited to, the following: answer phones; assist in scheduling; receptionist desk coverage. Open/maintain files; sort mail; filing/indexing; maintain/order supplies; prepare requisitions for payment, clerical duties (scan, copy, print, etc.). Serve as the conduit between the public and the Solicitor's Office and ensure efficient and courteous customer service. Prepare and maintain updated lists of active cases and Right to Know requests. Plan for and assist attorneys in their performance as County Solicitors as they render advice incident to the office which may be required of them by the Commissioners and various departments pursuant to the County Code. Help prepare organize and prepare discovery requests.
Essential Duties

• Assist the County Solicitor to plan, coordinate and effectuate all suits brought, or to be brought, by the County.
• Coordinate attorneys' calendars in litigation of all actions or suits brought against the County, including but not limited to Prison; Civil Rights; Unemployment Compensation; EEOC Complaints; Accident (slip & fall) cases.
• Plan for and assist attorneys in their performance as County Solicitors as they render advice incident to the office which may be required of them by the Commissioners and various departments pursuant to the County Code.
• Calendar and organize inquiries that assist attorneys in providing legal guidance through verbal and written opinions; prepare and review contracts, agreements, resolutions, ordinances, deeds, leases and settlement agreements for all County departments.
• Assist attorneys in the provision of legal advice and legal services to Commissioners and all County departments.
• Serve as the conduit between the public and the Solicitor's Office and ensure efficient and courteous customer service.
• Maintain the utmost confidentiality in all matters that enter the Solicitor's Office.
• Plan, coordinate and effectuate the Right-To-Know Requests/Responses in a timely manner. Maintain files, interact with other departments, gather information, review documents, and compose responses to the public. Compose a periodic report to Commissioners or upon request.
• Perform all essential duties, tasks and accountabilities as the office manager including, but not limited to, the following: answer phones; set-up conference calls; receptionist desk coverage; open/maintain files; sort mail; filing/indexing; maintain/order supplies; clerical duties (fax, copy, print, etc.).
• Schedule and maintain daily meetings. Prepare all requisitions for invoices received in the Solicitor's Office. Prepare requisitions to Print Shop to comply with office stationery;
• Prepare Right-To-Know and Subpoena responses.
• Prepare Monthly Report to the Commissioners of all cases for which the Solicitor's Office is responsible. The monthly report includes a daily report of activities and a current update on all cases.
• Assist preparation of Annual Budget
• Register attorneys for seminars, daily and over-night; make hotel reservations; prepare requisitions for seminars and over-night lodging.
• Prepare Expense Reports for mileage and over-night travel expenses.
• Compose and prepare Audit letters for the Solicitor's Office and all other departments including all District Justices.
• Prepare annual Prison Report of all new cases and updates on existing cases.
• Prepare annual report for the Solicitor's office of all new cases and updates on existing cases.
• Prepare annual Indirect Cost Sheet reports.
• Prepare and maintain files for Stipulations and Orders for death penalty cases and Conflict counsel.
• Prepare deposits to the Treasurer's Office.
• Maintain Law Library for all publication updates semi-annually and annually.
• Receptionist duties (answer phones, greet visitors, direct inquiries and correspondence).
• Typing and data entry (prepare, update and distribute lists, compose and proofread correspondence).
• Provide miscellaneous administrative support (file maintenance, research, etc.).
• Filing (ability to file alphabetically and numerically).
• Maintain databases, logs and spreadsheets and create reports.
• Clerical duties (assist with mailings, faxing, copying, printing, etc.).
• Open, sort and distribute mail.
• Perform special projects, as assigned.
• Perform other duties, tasks and office functions, as required.

Qualifications/Preferred Skills, Knowledge & Experience

• High School Diploma or General Education Degree (GED).
• Minimum of one year of general office experience.
• Intermediate skill to use a personal computer and various software packages, including Adobe.
• Excellent verbal and written communication skills.
• Strong typing skills
• Ability to use office machines (fax, copier, scanner, calculator, etc.).
• Excellent interpersonal skills.
• Strong organizational skills.
• Proficiency in grammar and spelling.
• Strong customer skills.
• Basic mathematical skills.
• This position may require a general understanding of human resource guidelines.
• Ability to interface effectively with all levels of county management.

Preferred Skills, Knowledge & Experience:

• Associate's degree from an accredited college or university with courses in Office Administration, or equivalent combination of education and experience.
• Excellent ability to establish priorities, work independently, and proceed with objectives without supervision.
• At least two years of customer service experience.
• Ability to establish priorities and carry tasks to completion.
• Excellent ability to handle and resolve recurring problems.
• Ability to multi-task.
• Ability to use all office equipment.
• Accurate and detail oriented.
• Excellent time management and organizational skills.
• Strong knowledge of County policies and procedures.

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

• Intermediate to Advanced Microsoft Office skills
• Intermediate to Advanced Word skills
• Intermediate to Advanced Excel skills
• Intermediate to Advanced Access skills
• Intermediate to Advanced PowerPoint skills
• Intermediate to Advanced Adobe skills
• E-filing skills or the ability to learn to E-file on various platforms
• PeopleSoft skills (Financial and/or HR) or the ability to learn PeopleSoft
• Basic to Intermediate Microsoft Outlook skills (Email and Calendar)
• Basic skills to use the Internet for research purposes

Physical Demands:
While performing the duties of this position, the employee is frequently required to stand, walk and sit; bend at the waist; and talk or hear. Occasionally, the employee will need to reach or work with arms above shoulder height; kneel, stoop, crouch or squat; crawl; climb stairs; climb or work on a ladder; twist or rotate at the waist while working; push, lift or carry items; work with office machinery; and drive a vehicle. On rare occasions, the employee will need to work with an uncommon level of noise.
There are no specific vision requirements listed for this position.
Work Environment:

• The noise level in the work environment is usually quiet to moderate.
• Will work inside 100% of the time.

Other:

• This is a highly visible position requiring strong professionalism.
• Must be able to remain courteous and maintain composure under stressful situations.
• Ability to deal with all types of personalities.
• May need to deal with money.
• Ability to work extended hours, as required.
• Ability to work as part of a team.
• Flexibility and ability to adapt to change.
• This position requires confidentiality.
• A valid driver's license may be required.

The County of Chester offers comprehensive benefits to our employees.
01
What is your highest level of education?

• No formal Education
• High School Diploma or GED
• Associates Degree
• Bachelors Degree
• Masters Degree
• Doctorate or higher (includes Juris Doctorate and Medical Doctorate)

02
How many years of general office experience do you have? (general office skills involve: typing, filing, organizational and computer skills)

• None
• less than 1
• 1+
• 2+
• 3+
• 4+
• 5+
• 6+
• 7+
• 8+
• 9+

Required Question