Executive Secretary

Definition of Class

• This position: provides secretarial support services to the Legal Department staff within the Erie County Office of Children and Youth (OCY) including any other duties as assigned to meet Legal or Ongoing departmental needs; reports directly to an Administrative Assistant; requires the application of initiative, flexibility, time management and independent judgment involving the handling of multiple types of complex and confidential material under very limited time frames. Must be able to evaluate and make interdependent decisions regarding workload and priorities on a daily basis. Must maintain confidentiality regarding all work-related activity. Basic clerical duties are part of everyday work routine.

Duties & Responsibilities

• Prepares, types, proofreads, copies and distributes various documents for Orphan’s Court. Assists with the preparation of ACT 101 notices, correspondence, files, etc. Assists with the creation and maintenance of all Adoption records. Obtains data from CAPS, types and distributes case assignments to necessary parties. Scans and uploads Medical Records in PAIR and additional files as needed.
• Prepares necessary letters to accompany various subpoena(s) and calls Constable to inform of needed retrieval of subpoenas. Puts subpoenas with all necessary accompanying documents in Constable’s bin (1st Floor Security Desk) and retrieves/distributes return slips, as they come back, to the specified Paralegal or Attorney.
• At the direction of immediate Supervisor, Senior Solicitor and/or other Court Office staff, conducts searches to obtain information from open and closed Adoptive Records, Family Files and CAPS.
• Mails out Adjudication-Dispositional Notices, Attorney Applications, and Adjudication-Dispositional Summaries as directed.
• Maintains filing system and record keeping of open and closed Adoptive Records on a daily basis (includes scanning of Court Documents). These files are located in the OCY Building and are converted into a digital format in a timely manner. This position handles retrieval and delivery of all adoption records needed for any and all audits, sometimes with very limited notice.
• Enters required data from Court Orders into Legal Tab in CAPS. Scans and uploads Orders to CAPS and e-mails Orders to specified list of recipients. Uploads Orders to Traverse for filing. Will utilize CAPS & Traverse to find caseworker/supervisor/case info, as needed.
• Assists with Juvenile Court statistics by tracking various Court documents and providing these statistics on a monthly basis.
• Assists with providing Investigation Reports to Judges for Custody and Guardianship hearings as requested by Erie County Judges.
• Travels to the Erie County Courthouse on a shared rotation to assist with the retrieval of documents and hand-delivering correspondence to various offices within the Courthouse.
• Takes all mail and inter-office correspondence to mail room and distributes accordingly on a daily basis.
• Maintains basic office supplies in Court Office and replenishes stock as needed.
• Meets with immediate Supervisor on a regular basis and/or the Senior Solicitor on an as needed basis to receive training, information and clarification regarding program-related needs and procedures. Provides feedback and often makes recommendations necessary for system changes.
• Provides backup and/or assists with Juvenile Court duties as needed.
• Performs other duties as assigned.

Minimum Requirements

• Minimum of 6 months as a Clerk Typist II
• High School Diploma or GED with Business Curriculum, and 1 year General Clerical Experience

Supervision Received

• Supervision for this position is received directly from an Administrative Assistant; Supervision is provided during planning meetings and is available on an as needed basis, when necessary. Training provided on all new projects.

Conditions Of Employment

• Required to provide and are subject to Pennsylvania Criminal and Child Abuse clearances as well as an FBI Fingerprint clearance.