POSITION:                 Administrative Assistant II

                                    Office of the Venango County Sheriff

                                    Full-Time, 80 hours/pay

DEPARTMENT:         Office of the Venango County Sheriff

                                    Venango County Courthouse

PAY GRADE:             NON-EXEMPT HOURLY FIVE

                                    $30,656.91/yr

OVERALL OBJECTIVE OF JOB

To oversee the County real estate sales/transactions and paperwork; to serve as supervisor of the clerical staff in the Sheriff's Office; and to assist the Sheriff and Chief Deputy as needed by processing confidential information.

ESSENTIAL FUNCTIONS OF JOB

1. Assists in developing and maintaining the Standard Operating Procedures (SOP) manual for the Sheriff's Office.
2. Supervises and evaluates clerical staff; directs staff, works and resolves questions and problems within the office.
3. Verifies time sheets and prepares bi-weekly payroll information for office staff; approves vacation and other time off for clerical staff.
4. Assists with annual budget preparation by compiling statistics and collecting other data.
5. Handles all real estate Sheriff's sales relative to Mortgage Foreclosures from Common Pleas Court including fees, costs, paperwork and legal document preparation, and maintenance of such records.
6. Types, files and maintains documents relating to real estate transactions, including docketing, recording and transferring of same.
7. Advertises for sales and handles all related public relations, media and correspondence involving real estate transactions.
8. Receives incoming mail and distributes accordingly; prepares outgoing certified and regular mail.
9. Prepares writs, deeds, sale bills, transfers and other legal documents as required; signs checks for accounts used by Sheriff's Office.
10. Maintains files and statistical data/records of sales within the County; prepares required reports.
11. Assists at counter with processing of all legal matters and gun permits.
12. Makes various math calculations. Collects and disburses money from Sheriff sales on real property. (If no sale is held, cancelled or settled, there is still money to be disbursed to various recipients.)
13. Performs any or all duties relative to preparing and serving of legal documents, personal property executions and communications equipment.
14. Coordinates the processing and service of yearly judicial tax sale and maintains files and records of the same.
15. Assists employees with problems/questions regarding Sheriff's Office policies and procedures.
16. Operates base radio for communications with Deputy and/or police departments as needed.
17. Assists in collecting and receiving monies due to the office and maintains accurate related records of such collections, and processes daily deposits of collections.
18. Generates the monthly Sheriff Fee report for Treasurer's Office, monthly bookkeeping reports for Auditors, and the semi-annual DTA report for the Commonwealth.
19. Assists in collecting and recording parking tickets and fees and processing monthly deposits for said fees.
20. Maintains and disburses petty cash and prepares required reports to Fiscal Department.

21. Maintains and updates desk manual (step-by-step procedure of job duties).

     

OTHER DUTIES OF JOB

1.         Attends training, meetings and inservices as required.

1.       Performs other job-related duties as required.

    

SUPERVISION RECEIVED

Receives occasional instruction and supervision from Chief Deputy or Sheriff in regard to daily work duties, as needed.

SUPERVISION GIVEN

Supervision given to one clerical staff member.

WORKING CONDITIONS

1. Works indoors in adequate work space, temperatures, ventilation and lighting.
2. Works with average indoor exposure to noise and stress, but with frequent disruptions.
3. ormal indoor exposure to dust/dirt.

4. Periodically works beyond normal work hours or on-call as needed.

    

PHYSICAL AND MENTAL CONDITIONS

1. Must possess ability to record, convey and present information, explain procedures and follow directions.
2. Must be able to sit for long periods of throughout the workday, with intermittent periods of standing, walking, bending, twisting and reaching necessary to carry out duties of job.
3. Dexterity requirements range from simple to coordinated movements of fingers/hands; feet/legs; torso necessary to carry out duties of job.
4. Sedentary work, with occasional lifting/carrying of objects with weights of approximately ten pounds.
5. Must be able to physically and mentally react quickly in the event of a disturbance or physical outbreak.

6. Must be able to move frequently throughout the workday.

    

QUALIFICATIONS

1. EDUCATION/TRAINING

High school diploma or equivalent, plus some additional legal and computer training required.

B.         WORK EXPERIENCE

            Two to four years' working experience as paralegal or in legal environment           preferred.

• Must not appear on Preclusion Lists as defined by "Pennsylvania's Medical Assistance Bulletin 99-11-05 Provider Screening of Employees and Contractors for Exclusion from Participating in Federal Healthcare Programs."

• Must successfully complete pre-employment drug screening.

   

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

Must be able to speak and understand the English language in an understandable manner in order to carry out essential functions of job.

Must possess effective communication and interpersonal skills.

Must possess thorough knowledge of PA Rules of Civil Procedures relative to Sales of Real Estate pursuant to Mortgage Foreclosures and Money Judgments as well as personal property, metho