INA, Inc.

JOB DESCRIPTION

JOB TITLE: Administrative Records Research/Front Desk Assistant

JOB IDENTIFICATION

Location: Harrisburg, PA

Reports to: Vice President

Employees Supervised/Directed: None

FLSA Code: Non-Exempt

JOB PURPOSE AND SUMMARY

Coordinate the search and retrieval of public records from all repositories; conduct pre-employment background research; participate as required in the Process Service Program; interface with clients in areas of responsibility; write client reports for completed work assignments. DUTIES AND RESPONSIBILITIES

Essential Job Duties:

• Answer all incoming calls and forward to appropriate department or personnel. Take accurate and precise messages and distribute them to appropriate personnel.
• Obtain entry authorization for unexpected visitors.
• Ensure visitors are logged in and out.
• Perform general secretarial functions, including developing and typing taped dictation or written correspondence.
• Respond to routine external correspondence as directed.
• Type memos, purchase requisitions, payment requests, and other department forms and documents.
• Perform copying functions and ensure adequate supplies of forms are available for all areas of the business.
• Fax and scan documents for office executive staff.
• Prepare mail and express shipments for post.
• Coordinate pick up by Fed-Ex and UPS. Sign for incoming packages and materials.
• Maintain a list of supplies needed to perform various business tasks and provide input to the Office Manager regarding supplies required. Maintain supply cabinet.
• Stay current with use of necessary office technology.

Essential Job Duties:

• 
  Courthouse research- Applicable county courthouses: file mortgages, deeds, and UCC's at the County courthouses. Conduct searches for civil suits, judgments, tax liens, criminal, property ownership and UCC's. At Federal courthouses: Conduct civil, criminal and bankruptcy searches.
• Record filings, research and retrieval at office of the Secretary of State.
• Search Department of Revenue records for Corporate Tax Liens.
• Retrieve documents from Commonwealth and Superior Courts.
• Perform retrieval of subpoenas from attorneys' offices; serve subpoenas, type affidavits and create invoices for subpoena service; interact with clients.
• Conduct pre-employment background checks; conduct PATCH, PACER, Merlin, National Criminal, county courthouse searches, workman's compensation, IRB searches and other approved online database resources.
• Collect and analyze information and requirements for licensing in various states.
• Assist in the preparation for training classes.
• Fill in for the receptionist as required.

Non-Essential Job Duties:

• 
  Perform other duties as assigned.
• Assist other departments as needed.
• Assist Investigations as needed

QUALIFICATIONS:

Educational Requirements

High School diploma or GED

Minimum Experience, Abilities Required and Special Requirements

• 
  Computer skills: Should be proficient in Microsoft Office to include Word and Excel.
• Use the computer to make professional mailing labels. Use a phone, fax machine and a copier.
• Maintain strict confidentiality of Company and client information.
• Valid Driver's license from the state of residence, vehicle registration and required insurance; must have a reliable vehicle.

Physical Requirements of the Job

• 
  Ability to observe, verbalize and hear.
• Ability to communicate clearly and concisely.
• Ability to travel to and negotiate a variety of federal, state and local government buildings.
• Ability to perform job sitting and/or standing for up to three (3) hours at a time.
• Ability to lift up to forty (40) pounds or work for thirty (30) minutes at one time.

Mental Requirements of the Job

• 
  Interpersonal skills - the individual should have a pleasant demeanor and clear speaking voice; excellent phone skills, ability to use a multi-line phone system, voice mail and cell phone.
• Oral communication - the individual hears and speaks clearly and persuasively in positive or negative situations.
• Written communication - the individual edits work for spelling and grammar, presents numerical data effectively and is able to read and interpret written information.
• Planning/organizing - the individual prioritizes and plans work activities and uses time efficiently.
• Quality control - the individual demonstrates accuracy and thoroughness and monitors own work to ensure quality.
• Adaptability - the individual adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events.
• Dependability - the individual is consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance.
• Safety and Security - the individual observes safety and security procedures and uses equipment and materials properly.

Work Environment

Office buildings, office environments, travel to and from such buildings.

Reasonable Accommodation for Disability

Any applicant/employee, who believes that a reasonable accommodation is required for purposes of federal or state disability law is required to contact the Office Manager to begin the interactive exchange process.

Mandatory Overtime

Some mandatory overtime should be expected.

Disclaimer

The Employee is an "AT-WILL" Employee subject to termination with or without cause or resignation at any time.

The information provided in this description has been designed to indicate the general nature and level of work performed by incumbents within this job. It is not designed to be interpreted as a comprehensive inventory of all duties, responsibilities, qualifications and working conditions required of employees, assigned to this job. Management has sole discretion to add or modify duties of the job and to designate other functions as essential at any time. This job description is not an employment agreement or contract.