Administrative Assistant - County of Chester : Job Details

Salary: $20.62 Hourly Location : Government Services Center - Westtown, PA Job Type: Full Time, Non Exempt Job Number: 03964 Department: Community Transit Division: Community Transit Opening Date: 08/08/2025 Closing Date: Continuous Weekly Hours: 37.5 Shift: 8:00am-4:00pm Summary The Administrative Assistant performs critical administrative duties, including scheduling, handling phone calls and other administrative duties as needed. The individual in this position acts as initial contact for the Department of Community Transit. Essential Duties

• Serves as the primary administrative support person performing a wide variety of confidential office clerical and administrative functions.
• Uses standard office software to process letters, reports, memoranda, and other documents, including statistical reports, presentations, special forms and charts.
• Applies proper business English grammar, syntax, and spelling; and proofreads for accuracy, format, correct form, and content.
• Conducts research and compiles data for reports and other materials.
• Initiates, maintains, and monitors work unit or department files and logs, including timekeeping, payroll, and other confidential employee records.
• Maintains appointment schedules and calendars for Director and/or Department staff.
• Independently responds to letters and general correspondence.
• Assists in preparing policies, procedures, operating manuals, written material, forms, charts and/or other documents.
• Orders supplies, equipment, and services.
• Prepares meeting minutes; follows up on deadlines; and performs other monitoring functions to ensure timely completion of work.
• Greets and assists employees, outside agencies, and the public on a telephone system or in person, determines nature of business, and directs callers or visitors to appropriate person or destination.
• Independently, or with minimal oversight by supervisor, makes all decisions regarding administrative office supplies, stock, and associated office equipment - orders, purchases and receives supplies and equipment.
• Stocks, maintains, and organizes supply areas; serves as main contact for vendors for office supplies and equipment.
• Assists Human Resources with confidential specialized support including filing, entering training data, preparing interview binders and new hire packets. Assist trainers with room set-up requests.
• Performs various routine clerical duties; types general correspondence, edits and proofreads materials and makes photocopies/scans.
• Meets regular time and attendance standards.
• Performs other duties as may be required or assigned.

Qualifications/Preferred Skills, Knowledge & Experience Required Skills, Knowledge & Experience:Education: This position requires a high school degree or GED equivalent, with a minimum of two (2) years of course work or training in modern office practices and computer software programs. Prior experience with public transit or school bus transportation service is highly desirable. Experience: This position requires the following general knowledge:

• Customer service and public relations principles.
• Modern office procedures and technology/equipment.
• Telephone etiquette.
• Business English, grammar, and punctuation.
• Bookkeeping and recordkeeping principles.
• Basic mathematical concepts.
• Filing procedures and practices.
• Office organizational practices.
• Applicable Federal, State and Local laws, rules, and regulations.

Qualifications / Requirements:

• Ability to interface effectively with all levels of County management.
• Ability to maintain confidential information and handle confidential matters.
• Analyzing and compiling data and comparing various sources of information.
• Prioritizing work and performing multiple tasks simultaneously.
• Processing and maintaining a variety of forms, paperwork, reports and records.
• Communication, interpersonal skills as applied to interaction with coworkers, supervisor, vendors, and the public sufficient to exchange or convey information and to receive work direction.
• Excellent verbal, written and interpersonal skills.
• Accurate and detail-oriented, with excellent organizational skills and the ability to perform multiple tasks while priorities are under constant change.

Additional Information Relevant background checks, clearances, physicals, drug tests, and any other assessments or evaluations will be conducted after an offer of employment is given per County policy. Computer Skills Required: To perform this job successfully, an individual should have, at minimum:

• Intermediate Word skills
• Intermediate Excel skills
• Intermediate Outlook skills
• Intermediate PowerPoint skills
• Intermediate Internet skills

Physical Demands: While performing the duties of this position, an individual is frequently required to sit, and talk or hear. Occasionally, an individual will need to stand, walk, bend at the waist while working, and climb stairs. On rare occasions, the individual will need to reach or work with arms above shoulders, kneel, stoop, crouch or squat. The specific vision requirement listed for this position is:

• Close vision (clear vision at 20 inches or less)

Work Environment: Most duties are typically performed in an office environment, where the noise level is quiet to moderate. Duties may occasionally be performed at off-site locations and/or outdoors, which may necessitate dealing with excessive heat or cold and/or moderate to loud noise levels. Certificates / Licenses / Clearances Required: Does the position necessitate a criminal background check? (must be job-related): Yes This position requires the following documents to be obtained, reviewed as acceptable by the supervisor, and re-obtained every five (5) years:

• PA Child Abuse
• PA Criminal History
• FBI Criminal History

The County of Chester offers comprehensive benefits to our employees. 01 What is your highest level of education?

• No formal Education
• High School Diploma or GED
• Associates Degree
• Bachelors Degree
• Masters Degree
• Doctorate or higher (includes Juris Doctorate and Medical Doctorate)

02 How many years of job-related experience and/or training do you have?

• None
• less than 1
• 1+
• 2+
• 3+
• 4+
• 5+
• 6+
• 7+
• 8+
• 9+

Required Question