Clerical Specialist - Sheriff's Department Job at County of Northampton
Application Requirements
Northampton County will require all newly hired employees to be fully vaccinated against COVID-19 before beginning employment with the County. This policy applies to all new hires who receive an offer of employment on or after December 1, 2021.
In order to be considered for this position, applicants must successfully submit a completed application prior to the posting deadline. Applications submitted with incomplete or missing education and/or work experience sections will be considered incomplete and will not be reviewed. These applicants will be disqualified from consideration. The attachment of a resume to the application does not fulfill this requirement and will not prevent incomplete applications from being rejected. Education and work experience fields must be completed, regardless of the presence of an attached resume.
Once the posting closes, all applications will be reviewed. The information provided on the application will be utilized to determine whether or not each applicant meets the Minimum Requirements for this position as noted in the Job Description. We encourage all applicants to provide a comprehensive, concise history of their education, certification, licensing, and employment history. Please read the Minimum Requirements thoroughly and then demonstrate that you meet these requirements on your application.
For questions regarding this posting, please contact Sherry Christman, Human Resources Analyst at schristman@norcopa.gov or 610-829-6382.
Equal Employment Opportunities – It is the policy of Northampton County to provide equal employment opportunities (EEO) to all persons regardless of race, color, national origin, religion, sexual orientation, marital status, sex, gender identity, gender expression, age, genetic information, disability, or any other status protected by the Pennsylvania Human Relations Act, Title VII of the Civil Rights Act of 1964, the Age Discrimination in Employment Act (ADEA), and the Americans with Disabilities Act (ADA) and any other state, federal, or local law.
Job Description
GENERAL PURPOSE
The Clerical Specialist – Sheriff is responsible for performing administrative and professional work in Northampton County’s Sheriff’s Department. This position independently prepares, carries out, and takes definitive action regarding processes and functions that are integral parts of the department's mission.
SUPERVISION RECEIVED
This position reports directly to a Sheriff’s Sergeant or Lieutenant, or to the Sheriff.
SUPERVISION EXERCISED
This position is not responsible for the supervision of other employees or functions.
ESSENTIAL DUTIES OF THE POSITION
Answers telephone and receives 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.
Receives and processes Protection from Abuse Orders, Orders for Service, and Returns for Service according to established deadlines. Utilizes data entry skills to enter information into appropriate applications. Runs any necessary background checks. Distributes forms to appropriate parties and/or files accordingly.
Receives and processes License to Carry applications and related forms, including name changes, address changes, and lost/stolen cards. Runs any necessary background checks. Takes pictures for License to Carry (LTC) cards and United States passports. Creates, prints, and laminates cards. Mails cards to applicants.
Maintains the highest level of confidentiality.
Processes and creates Retired Law Enforcement cards. Runs any necessary background checks. Records approval number on cards, obtains Sheriff’s signature, and laminates cards. Maintains monthly log for Pennsylvania State Police (PSP).
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.
Receives and processes License to Sell Firearms applications. Verifies credentials and documents. Runs any necessary background checks.
Receives and creates County access identification cards including capturing images of employee.
Processes photo requests for United States Passports including capturing images of applicant.
Receives and processes Precious Metal License applications. Verifies credentials and documents. Runs any necessary background checks.
Purges files as required by law.
Composes correspondence using Microsoft Office and Outlook, or any other necessary applications.
Processes all mailed correspondence received in the department and distributes to appropriate parties.
Participates in cross training as necessary in order to develop areas of specialization.
REQUIRED MINIMUM QUALIFICATIONS
EDUCATION & EXPERIENCE - Completion of a high school, or general equivalency, diploma; AND
At least thirty (30) college credits, from an accredited college or university required. Sixty (60) or more college credits preferred; AND
One (1) year of general clerical work experience in an office environment that interacts with the public, preferably in law enforcement, or the legal/judicial sector.
NOTE: Applicants must be fully vaccinated against COVID-19, and present valid proof of vaccinated status, in order to be eligible for hire with the County of Northampton. According to the Centers for Disease Control (CDC), people are considered fully vaccinated two (2) weeks after their second dose in a 2-dose series (such as Pfizer or Moderna) or two (2) weeks after a single-dose vaccine (such as Johnson & Johnson's Janssen vaccine).
The County of Northampton will follow the Centers for Disease Control (CDC) guidelines with regard to booster(s) and when individuals are considered fully vaccinated.
BACKGROUND INVESTIGATION - as a post-offer, prerequisite for appointment, appointees must pass a criminal history check, including a PSP Background Check, and must be fingerprinted and pass CJIS Test Security.
KNOWLEDGE, SKILLS, AND ABILITIES
Basic knowledge of County Court processes and legal terminology.
Knowledge of computers and computer software, including Microsoft Office applications. Ability to enter data into Excel spreadsheets and create formal correspondence in Microsoft Word. Ability to accurately enter data into various databases and applications as required.
Excellent communication and interpersonal skills with the ability to listen effectively, respond appropriately and maintain mutual comfort level while relating to a diverse clientele, both verbally and in writing.
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.
Superior critical thinking skills, with the ability to identify correct subjects from various databases.
Excellent time management, prioritization, and multitasking skills, along with the ability to maintain sufficient flexibility to respond to immediate demands.
Ability to learn to utilize the necessary software specific to the Sheriff’s Department, including J-NET, CODY, County Suite and PFAD Databases.
Ability to establish and maintain filing and other recordkeeping systems.
Ability to preserve confidential and sensitive information.
Ability to maintain composure and tactfully handle sensitive situations.
Ability to establish and maintain working relationships with County staff, other agencies, and the general public.
Ability to read, write, speak, understand, and communicate in English to perform the duties of this position.
Ability to add, subtract, multiply and divide in order to perform the functions of the position.
TOOLS AND EQUIPMENT
Telephone, personal computer (including Microsoft Office applications and other specialized software), calculator, adding machine, microfiche equipment, fax machine, copy machine, scanner, and other office equipment.
PHYSICAL DEMANDS
While performing the duties of this job, the employee is frequently required to walk, sit, talk or hear.
The employee must frequently lift and/or move up to twenty (20) 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.
The 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
PAY GRADE: CR-17
UNION STATUS: AFSCME COURT-RELATED NON-PROFESSIONAL
Updated February 2022
The Clerical Specialist – Sheriff is responsible for performing administrative and professional work in Northampton County’s Sheriff’s Department. This position independently prepares, carries out, and takes definitive action regarding processes and functions that are integral parts of the department's mission.
SUPERVISION RECEIVED
This position reports directly to a Sheriff’s Sergeant or Lieutenant, or to the Sheriff.
SUPERVISION EXERCISED
This position is not responsible for the supervision of other employees or functions.
ESSENTIAL DUTIES OF THE POSITION
Answers telephone and receives 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.
Receives and processes Protection from Abuse Orders, Orders for Service, and Returns for Service according to established deadlines. Utilizes data entry skills to enter information into appropriate applications. Runs any necessary background checks. Distributes forms to appropriate parties and/or files accordingly.
Receives and processes License to Carry applications and related forms, including name changes, address changes, and lost/stolen cards. Runs any necessary background checks. Takes pictures for License to Carry (LTC) cards and United States passports. Creates, prints, and laminates cards. Mails cards to applicants.
Maintains the highest level of confidentiality.
Processes and creates Retired Law Enforcement cards. Runs any necessary background checks. Records approval number on cards, obtains Sheriff’s signature, and laminates cards. Maintains monthly log for Pennsylvania State Police (PSP).
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.
Receives and processes License to Sell Firearms applications. Verifies credentials and documents. Runs any necessary background checks.
Receives and creates County access identification cards including capturing images of employee.
Processes photo requests for United States Passports including capturing images of applicant.
Receives and processes Precious Metal License applications. Verifies credentials and documents. Runs any necessary background checks.
Purges files as required by law.
Composes correspondence using Microsoft Office and Outlook, or any other necessary applications.
Processes all mailed correspondence received in the department and distributes to appropriate parties.
Participates in cross training as necessary in order to develop areas of specialization.
- 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 thirty (30) college credits, from an accredited college or university required. Sixty (60) or more college credits preferred; AND
One (1) year of general clerical work experience in an office environment that interacts with the public, preferably in law enforcement, or the legal/judicial sector.
NOTE: Applicants must be fully vaccinated against COVID-19, and present valid proof of vaccinated status, in order to be eligible for hire with the County of Northampton. According to the Centers for Disease Control (CDC), people are considered fully vaccinated two (2) weeks after their second dose in a 2-dose series (such as Pfizer or Moderna) or two (2) weeks after a single-dose vaccine (such as Johnson & Johnson's Janssen vaccine).
The County of Northampton will follow the Centers for Disease Control (CDC) guidelines with regard to booster(s) and when individuals are considered fully vaccinated.
BACKGROUND INVESTIGATION - as a post-offer, prerequisite for appointment, appointees must pass a criminal history check, including a PSP Background Check, and must be fingerprinted and pass CJIS Test Security.
KNOWLEDGE, SKILLS, AND ABILITIES
Basic knowledge of County Court processes and legal terminology.
Knowledge of computers and computer software, including Microsoft Office applications. Ability to enter data into Excel spreadsheets and create formal correspondence in Microsoft Word. Ability to accurately enter data into various databases and applications as required.
Excellent communication and interpersonal skills with the ability to listen effectively, respond appropriately and maintain mutual comfort level while relating to a diverse clientele, both verbally and in writing.
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.
Superior critical thinking skills, with the ability to identify correct subjects from various databases.
Excellent time management, prioritization, and multitasking skills, along with the ability to maintain sufficient flexibility to respond to immediate demands.
Ability to learn to utilize the necessary software specific to the Sheriff’s Department, including J-NET, CODY, County Suite and PFAD Databases.
Ability to establish and maintain filing and other recordkeeping systems.
Ability to preserve confidential and sensitive information.
Ability to maintain composure and tactfully handle sensitive situations.
Ability to establish and maintain working relationships with County staff, other agencies, and the general public.
Ability to read, write, speak, understand, and communicate in English to perform the duties of this position.
Ability to add, subtract, multiply and divide in order to perform the functions of the position.
TOOLS AND EQUIPMENT
Telephone, personal computer (including Microsoft Office applications and other specialized software), calculator, adding machine, microfiche equipment, fax machine, copy machine, scanner, and other office equipment.
PHYSICAL DEMANDS
While performing the duties of this job, the employee is frequently required to walk, sit, talk or hear.
The employee must frequently lift and/or move up to twenty (20) 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.
The 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
PAY GRADE: CR-17
UNION STATUS: AFSCME COURT-RELATED NON-PROFESSIONAL
Updated February 2022
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