POSITION: Administrative Assistant II
Office of the Venango County District Attorney
Full-Time, 80 hours/pay
DEPARTMENT: Office of the Venango County District Attorney
Venango County Courthouse
PAY GRADE: NON-EXEMPT HOURLY FIVE
$14.74-$22.21 hourly
OVERALL OBJECTIVE OF JOB
To perform specialized secretarial and administrative functions in a timely manner to
assure efficient operation of the department; and to act as working supervisor of
secretarial staff, delegating work assignments, conducting on the job training and
reviewing the work product of the secretarial unit.
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.
OTHER DUTIES OF JOB
Attends meetings, training, seminars as required.
Requisitions supplies for office as required.
Opens mail and distributes within department as necessary.
Assists other clerical staff with work duties as needed.
Performs other job-related duties as required.
SUPERVISION EXERCISED
Responsible for direct supervision of the secretarial staff.
SUPERVISION RECEIVED
Receives occasional instruction and limited supervision from attorneys or supervisor in
regard to daily work duties.
WORKING CONDITIONS
Works with average indoor exposure to noise and stress, but subject to frequent
disruptions.
Normal exposure to indoor dust/dirt.
PHYSICAL/MENTAL CONDITIONS
Must possess hearing, seeing, speaking and reasoning senses necessary to
carry out job duties.
Must be able to sit for long periods during the work day, with frequent standing,
walking and occasional bending, twisting, stooping, reaching and grasping as
necessary to carry out essential job duties.
Dexterity requirements range from simple to coordinated movements of
fingers/hands; to simple movements of feet/legs/torso as necessary to carry out
job duties.
Light work, with occasional lifting/carrying of objects with weights of 20-30
pounds.
Must be able to cope with the physical and mental stress of the position.
Must be able to pay close attention to details and concentrate on work.
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 be able to speak and understand the English language and to follow oral
and written instructions.
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, coworkers
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.
Knowledge of legal terminology a plus.
Knowledge of the operation and procedures of the civil and criminal court
systems a plus.
Must possess the ability to take and transcribe legal dictation and @type from
drafts clearly and accurately and within a reasonable speed.
Must possess ability to prepare and maintain files and reports.
Must possess the ability to compose replies to routine correspondence.
Must possess the knowledge and ability to assist in the preparation and
assembly of legal documents.
Must possess excellent organizational skills and the ability to coordinate several
schedules and/or projects with accuracy and efficiency.
Must possess the ability to delegate and supervise work of a small staff of clerical
workers.
All applicants are required to submit a County Application for Employment in order to be considered
for this position.
Veterans claiming
