Senior Support Staff Position

Salary: $24.61 Hourly
Location : Government Services Center - Westtown, PA
Job Type: Part Time
Job Number: 03684
Department: Planning
Division: Planning
Opening Date: 04/14/2025
Closing Date: Continuous
Weekly Hours: 20
Shift: Flexible

Summary

The Planning Commission seeks an experienced Support Staff member to provide high-level administrative assistance to the department. This part-time position (20 hours per week) requires excellent organizational, interpersonal, and computer skills, along with proficiency in Microsoft Word and Excel. Key responsibilities include supporting the Chester County America250 PA Commission, preparing monthly board mailings and Commission minutes, scheduling meetings, maintaining databases, providing administrative event planning support, and performing other administrative tasks as needed.

This role offers flexible in-office hours, making it an excellent opportunity for someone looking for a structured yet adaptable work schedule. The ideal candidate will have keen attention to detail, the ability to manage multiple tasks efficiently, and strong communication skills to support departmental operations. Candidates should be comfortable working both independently and collaboratively in a fast-paced environment. Familiarity with Zoom and Microsoft Teams is a plus.
Essential Duties

• Receptionist duties (answer phones, greet visitors, direct inquiries and correspondence).
• Word Processing and data entry (prepare, update and distribute lists, compose and proofread correspondence).
• Provide miscellaneous administrative support (file maintenance, research, etc.).
• Filing (ability to file alphabetically and numerically).
• Maintain databases, logs and spreadsheets and create reports.
• Clerical duties (assist with mailings, faxing, copying, printing, etc.).
• Open, sort and distribute mail.
• Perform special projects, as assigned.
• Perform other duties, tasks and office functions, as required.

Planning Department

• Assist Division Directors and planning staff with mailing, copying, collating, word processing.
• Provide administrative support as needed for department contracts.
• Coordinate submission of review letters, contract cover letters and contracts for signature of Executive Director.
• Schedule coordination meetings for various divisions/employees in the Planning Commission.
• Prepare correspondence to municipalities and other agencies on planning, plan contracts, invoices and DEP reviews.
• Maintains department calendars (van, zoom, rooms, events).
• Maintains the General Mailing System for municipal contacts.
• Provide administrative event planning support and coordination, including virtual and hybrid events.
• Attend and run administrative support for identified board meetings, including virtual and hybrid meetings.
• Prepare minutes for identified board meetings.
• Maintain the filing organization of the Vision Partnership Program municipal grant files.
• Assist with preparing monthly board mailings.
• Provide technical assistance to the planner for Ag Security Area (ASA) reviews.

• Provide technical assistance to the Demographer for tracking open space and other tasks as assigned. Coordinate supply orders for special projects such as multi-municipal plan presentations and draft documents, trail and open space mapping, and other specialized work of the division planners.

• Coordinate with staff for monthly municipal contract mailings. Prepare copy-ready documents (plans, ordinances, maps) for duplication, printing and binding.

• Interact with other division staff to coordinate projects.

• Perform data entry for public opinion surveys as needed.
• Provide backup to the Act 247 plan review section for endorsing plans, inquiries, and entering planning information into the EnerGov system for processing.

Qualifications/Preferred Skills, Knowledge & Experience

• High School Diploma or General Education Degree (GED), two years of general office experience, or any equivalent combination of experience and education.
• Accurate and detail oriented with excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Ability to use all office equipment.
• Strong organizational and time management skills.
• Proficiency in grammar and spelling.
• Basic mathematical skills.
• This position may require a general understanding of human resource guidelines.
• Ability to work effectively with people from diverse backgrounds.
• Ability to establish priorities and remain focused on daily operations
• Ability to follow office protocols to handle and resolve recurring problems.
• Ability to use common sense understanding to carry out verbal or written instructions.
• Flexible and adaptable to change with an ability to carry multiple tasks to completion.
• Exhibits a strong work ethic and a willingness to learn new tasks.
• Ability to work effectively with people from diverse backgrounds.
• Professionalism, integrity, and honesty with an ability to handle confidential matters

Preferred Skills, Knowledge & Experience:

• Associate's degree in office administration, or related field.
• Excellent ability to establish priorities, work independently, and proceed with objectives with minimal supervision.
• Three or more years of job-related experience.
• General knowledge and understanding of County of Chester policies and procedures.

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:
To perform this job successfully, an individual should have:

• Intermediate to Advanced Office Suite Skills, (Word, Excel, PowerPoint, and Explorer)
• Basic to Intermediate OutLook skills (Email and Calendar)
• PeopleSoft skills (Financial and/or HR) or the ability to learn PeopleSoft
• Basic knowledge and skills of Westlaw (courtroom system software)
• Advanced Adobe Acrobat skills or other redaction software

Physical Demands:
While performing the duties of this position, the employee is frequently required to stand, walk and sit; bend at the waist; and talk or hear. Occasionally, the employee will need to reach or work with arms above shoulder height; kneel, stoop, crouch or squat; crawl; climb stairs; climb or work on a ladder; twist or rotate at the waist while working; push, lift or carry items; work with office machinery; and drive a vehicle. On rare occasions, the employee will need to work with an uncommon level of noise.
There are no specific vision requirements listed for this position.
Work Environment:

• The noise level in the work environment is usually quiet to moderate.
• Will work inside 100% of the time.

Other:

• Must be able to remain courteous and maintain composure under stressful situations.
• A valid driver's license may be required.

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 general office experience do you have? (general office skills involve: typing, filing, organizational and computer skills)

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

Required Question