Posting will remain online until position is filled.
GENERAL PURPOSE
The Clerical Specialist -- District Attorney's Office is responsible for performing a variety of administrative and support tasks in Northampton County's District Attorney's Office. This position independently prepares, carries out, and takes definitive action regarding processes and functions that are integral parts of the department's mission. This position is differentiated from lower classes because the work includes duties in the assigned areas of specialization as well as specialized knowledge of a wide range of processes and functions specific to this office.
SUPERVISION RECEIVED
This position reports directly to the Office Supervisor.
SUPERVISION EXERCISED
This position is not responsible for the supervision of other employees or functions.
ESSENTIAL DUTIES OF THE POSITION
Answers telephone and receive visitors to office. Provides exceptional customer service by effectively communicating with visitors by telephone, email, or in person. Adequately resolve visitors' issues, or directs visitors to appropriate staff able to provide assistance.
Assumes responsibility for all functions associated with the area of specialization.
Receives and processes documents, utilizing data entry skills to enter and update information in the Case Management system or any other applications as required. Verifies that documents are complete, requesting additional information if needed.
Schedules/Reschedules individuals for court as necessary. Creates and maintains a trial list, distributing to necessary parties according to predetermined timeline. Coordinates with defendants, victims, witnesses, lab technicians, experts, police officers, etc. for scheduling purposes. Arranges for hotel and transportation when required.
Establishes and maintains files on alphabetic, chronological, numerical or other basis; retrieves requested materials from files; signs, date-stamps or otherwise identifies and/or controls files.
Requests required documentation from other County offices and/or external agencies.
Assembles and makes sufficient copies of Court records, agendas, case files, and other required documents. Prepares and mails large quantity/mass mailings. Distributes to all required recipients in a timely manner. Scans, emails, and mails documents efficiently.
Composes correspondence using Microsoft Office and Outlook, or any other necessary applications.
Processes all faxed and mailed correspondence received in the department; sorts and distributes to appropriate parties.
Assists in the training of other clerical staff as necessary. Participates in cross training as necessary in order to develop areas of specialization.
Acts as a back-up for other clerical staff in the office as necessary. Provides coverage in these areas due to absences, vacancies or as assigned by the Office Supervisor.
*An employee assigned to this title shall perform a majority, but may not perform all, of the duties listed in this job description. Conversely, minor level duties performed on the job may not be listed. The duties listed above are intended only as illustrations of the various @types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
REQUIRED MINIMUM QUALIFICATIONS
EDUCATION & EXPERIENCE - Completion of a high school, or general equivalency, diploma; AND
At least three (3) years of clerical experience in an administrative, professional, governmental or judicial setting.
KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of computers and computer software, with ability to apply this aptitude in word processing, Excel spreadsheet development, and Word document merges.
Knowledge of PMS/CPCMS and JNET.
Thorough knowledge of proper records management, retention of records and cataloguing of files.
Excellent problem-solving skills with the ability to envision and deliver innovative solutions.
Excellent communication and interpersonal skills with ability to listen effectively, respond appropriately and maintain mutual comfort level while relating to a diverse clientele.
Excellent time management skills, with the ability to be flexible as immediate needs arise.
Highly accurate data entry skills and strong attention to detail.
Ability to maintain confidential and sensitive information.
Ability to establish credibility and be decisive.
Ability to prepare and analyze comprehensive reports, and carry out assignments.
Ability to communicate effectively verbally and proficiently in writing with various employees, supervisors and managers, residents, other agencies, and the general public.
Ability to establish and maintain effective working relationships with employees, supervisors and managers, residents, other agencies, and the general public.
Ability to handle stressful situations.
Ability to maintain a high energy level, multitask, establish priorities, and work independently.
Ability to read, write, speak, understand, or communicate in English to perform the duties of this position.
TOOLS AND EQUIPMENT
Telephone, personal computer (including word processing, spreadsheet and other specialized software), calculator, fax machine, scanner, and copy machine.
PHYSICAL DEMANDS
While performing the duties of this job, the employee is frequently required to walk, sit, talk or hear.
The employee must occasionally lift and/or move up to twenty-five (25) pounds.
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.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
The noise level in the work environment ranges from quiet to moderately noisy.
SELECTION GUIDELINES
Formal application, rating of education and experience, oral interview and reference check as well as job related tests may be required.
This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
FLSA STATUS: FLSA NON-EXEMPT (ELIGIBLE FOR OVERTIME)
DESIGNATION: CAREER SERVICE (APPOINTED)
PAY GRADE: CR/GR17
UNION STATUS: COURT-RELATED NON-PROFESSIONAL
Updated April 2018
