POSITION: Administrative Assistant II

Office of the Venango County District Attorney

Full-Time, 80 hours/pay

PAY GRADE: NON-EXEMPT HOURLY FIVE

$14.74-$22.21 hourly

ESSENTIAL FUNCTIONS OF JOB

     Assist District Attorney, Assistant District Attorneys, and Victim Witness Providers in a variety of specialized administrative and secretarial projects and duties.

     Act as working supervisor of departmental secretarial staff; assign and review work of said staff, and assist in solving problems within the secretarial unit.

     Orient and train new secretarial employees.

     Assist in the interviews of prospective secretarial staff, participate in the selection of the new staff member.

     Establish and maintain criminal case files, perform necessary docketing in each case.

     Maintain and update the case tracking systems- noting the progress of each case through the stages of the legal process.

     On your own initiative responsible for court preparation including the preparation of necessary documents in a timely and efficient manner for the following hearings: Extradition, Fugitive from Justice, Bail Revocation, Probation/Parole Revocation, Bench Warrant, Habeas Corpus, PCRA and Central Court.

     Responsible for reviewing ARD applications for accuracy, completing the criminal history check on each applicant, and the gathering of all documents necessary for review of the application by the D.A.

     Assign cases to attorneys as required.

   Maintain a schedule of court hearings, meetings, and legal document filing dates etc. for each of the four attorneys and two victim /witness providers on staff; cancel, continue or reassign cases when appropriate and necessitated by conflicts in the schedule.

   Type reports, letters, memos, briefs, subpoenas, motions and other documents as needed.

   Compose letters, memos and other correspondence as required.

   Operate computer; data entry, and provide input and make adjustments to programs and data as required.

   Monitor Office Budget, assist with budget estimates and other fiscal reports, balance accounts and statements as assigned.

   Process invoices, bills and establish and maintain a filing system for same.

   Open, screen, and distribute mail.

   Screen phone calls, answering routine inquires or directing the call to the

appropriate staff member.

   Answer inquires form the public and others regarding departmental procedures, and make appropriate referrals.

   Assist in the processing of a variety of legal documents, including docketing, calendaring and filing.

   Assist secretarial staff in the preparation of the formal charging documents and in

arraignment court preparations.

   Assist secretarial staff in the scheduling of court hearings in PFA and Summary Appeal Cases and in the preparation of said for court.

   Must maintain confidentiality.

   Perform duties of other support staff in their absence.

   Make photocopies and send receive fax documents as necessary; operates other office equipment as needed, filing as needed.

   Reviews list of prospective jurors for criminal cases as required.

   Transcribe audiotapes as necessary.

SUPERVISION EXERCISED

Responsible for direct supervision of the secretarial staff.

QUALIFICATIONS

A. EDUCATION/TRAINING

High school diploma or equivalent, plus clerical and computer training is a must. Associate Degree in business, Paralegal, or legal secretary preferred.

B. WORK EXPERIENCE

3-5 years working experience in law office, government, or administrative environment, or acceptable combination of training, education, and/or experience.

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 possess effective oral and written communication skills.

     Must possess ability to function independently, have flexibility and personal integrity and the ability to work effectively with clients, judicial authorities, co-workers and others.

     Must possess the ability to maintain confidentiality in regard to client information and records.

     Must possess the technical knowledge of operating personal computers.

Venango County Human Resources

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Administrative Assistant II Venango County District Attorney's Office