Purpose of the Job

The purpose of this position is to enhance the success of the County Attorney through administrative support.

This position maintains files, prepares case files for trial, arranges interviews, prepares documents, maintains the assigned prosecutor's calendar, and supplies sentencing minute entries to relevant parties.

Essential Duties and Responsibilities

SUPERVISORY RESPONSIBILITIES

This position does not supervise other employees.

ESSENTIAL DUTIES AND RESPONSIBILITIES

TIME SPENT

• Answers and routes incoming calls; responds to inquiries; replies to emails; communicates with County department heads, elected officials, State agencies, hospitals and behavioral health organizations, witnesses, court administrators, attorneys, victims, victim representatives, law enforcement agencies and the public regarding cases.

20%

• Opens and maintains case files on defendants; updates files with current minute entries, pleadings, and motions; prepares case files for trial; maintains up-to-date case list and prepares legal pleadings for criminal and civil procedures, forfeiture documents, and correspondence to law enforcement, the courts and other attorneys; processes invoices from mental health treatment centers for payment.

20%

• Files, copies and distributes legal pleadings and documentation, updates prosecutor's calendar with court dates and trials.
• Calendars incoming court documents and minute entries; schedules interviews with victims, witnesses, police officers, defense attorneys, prosecutors and investigators; schedules oral arguments, hearings and conference calls; coordinates schedule changes. Drafts email to attorneys, personnel, victims and relevant agencies to coordinate the flow of calendar events.

20%

• Arranges interviews of witnesses and officers and prepares correspondence including victim letters, opinions for department heads and elected officials, and letters to attorneys and defendants; drafts emails to coordinate the flow of calendar events; prepares letters to request certified documents from other governmental agencies or courts in relation to criminal or civil cases.

10%

• Prepares and issues subpoenas for witnesses, ensures witnesses are served; may make travel arrangements/hotel accommodation for witnesses; ensures witnesses have been notified; maintains case status information and contact with witnesses and interested parties; notifies witnesses and/or other involved parties of case disposition.
• Prepares summons and indictments, long-form complaints, subpoenas for trial and certificates of service.

10%

• Mails victim impact notifications, hearing notices, post conviction notices to victims, certified mailings of summons and indictments; distributes victim brochures to appropriate agencies.

10%

• Supplies sentencing minute entries to relevant parties and closes files upon case resolutions.

10%

• Performs other duties as assigned.

BUDGET RESPONSIBILITIES

This position has no responsibility over any types of budget.

PROJECT RESPONSIBILITIES

This position does not have project responsibilities.

ORAL COMMUNICATION DUTIES

This position trains colleagues, explains County procedures or processes and responds to public inquiries.

WRITTEN COMMUNICATION DUTIES

This position creates or edits documents, internal memos, emails, formal letters and court pleadings.

INTERACTIONS WITH THE GENERAL PUBLIC

Interacts extensively with employees, customers, the general public, vendors, regulatory bodies, and other groups and/or individuals and Institutions over the telephone, by email, and/or in person.

INTERACTIONS SPECIFICALLY WITH CUSTOMERS

Frequently (More than 25% but less than 40% in a year)

Minimum Education/Directly Related Experience Required

MINIMUM EDUCATION REQUIRED

Associates Degree.

MINIMUM YEARS OF DIRECTLY RELATED EXPERIENCE REQUIRED

Five (5) years experience ; or equivalent combination of education, training and experience.

PROFESSIONAL CREDENTIALS REQUIRED

Must possess and maintain a valid Driver's License if position duties require.

Supplemental Information

KNOWLEDGE REQUIRED

Clerical; customer and personal service; training; English language and composition; law and government.

SKILLS REQUIRED

Active learning; active listening; critical thinking; reading; customer service; problem recognition; problem solving; typing and data entry.

ABILITIES REQUIRED

Find directions and current locations; focus; multi-task; react in a calm and timely manner; follow orders.

PHYSICAL DEMANDS

• Occasionally stands to attend to customers.
• Routinely sits to operate special equipment, to complete a program, to attend to reception areas; constantly sits to attend to other duties.
• Constantly lifts under 10 lbs., rarely lifts up to 25 lbs.
• Constantly requires dexterity for keyboard operation.
• Incumbents in this position may be required to rarely bend and twist to reach and grab work related materials.

WORK ENVIRONMENT

Incumbents in this position generally works in an office environment and may occasionally spend time in lobby environment.

SAFETY RISK EXPOSURE

Incumbents in this position are generally not exposed to safety risk. On rare occasions, incumbents in this position may become exposed to occasional telephone verbal abuse by customers or citizens, physical danger.

PROTECTIVE GEAR & SAFETY MANUALS

Incumbents in this position are required to constantly follow written safety procedures and manuals relevant to the division or department.

CONSEQUENCES OF ERROR

Potential errors can result in unfavorable public perceptions and legal ramifications.