POSITION: ADMINISTRATIVE ASSISTANT II- Public Defender's Office
Full-Time, 80 hours per pay
DEPARTMENT: OFFICE OF THE PUBLIC DEFENDER
1174 Elk Street, Franklin, PA 16323
PAY GRADE: NON-EXEMPT HOURLY PAY GRADE FIVE
$14.7389 / hr
OVERALL OBJECTIVE OF JOB
To perform varied secretarial and administrative functions in a timely manner to assure efficient operation of
the department, using discretion, independence and judgment.
ESSENTIAL FUNCTIONS OF JOB
Accurately establishes and maintains criminal case files; performs necessary docketing in each case.
Conducts initial contact with prospective clients who apply for services, evaluates application for services,
approves/disqualifies prospective clients pursuant to office policy, and open client file pursuant to office
policy.
Maintains confidentiality.
Maintains and updates case tracking systems, noting the progress of each case through the stages of
the legal process; closes files as required.
Maintains and updates the closed client file system in a paper physical form and in a digital form by
copying/scanning documents as needed.
Maintains and updates statistical information for the Public Defender's Office pursuant to office policy
and produces reports as needed or directed.
Assigns cases to attorneys as required; determines conflicts and moves for conflict counsel
appointments.
Maintains a schedule of court hearings, meetings, and legal document filing dates, etc., for an attorney
or attorneys in the office; cancels, moves to continue or reassigns cases when appropriate and
necessitated by conflicts in the schedule.
Operates computer to @type reports, letters, memos, briefs, subpoenas, motions and other documents as
needed.
Composes and/or @types up reminder letters, memos and other correspondence to clients as required;
makes telephone contact with the clients to remind them of upcoming court dates; documents these
contacts with clients.
Makes data entry, and provides input and makes adjustments to programs and data as required.
Processes accounts payable through the Public Defender's Office pursuant to office policy; Processes
accounts payable through the Venango County MUNIS system pursuant to County policy, and
establishes and maintains a filing system for same; requisitions supplies for the office as required.
Opens, screens, and distributes mail.
Screens phone calls, answering routine inquires or directing the call to the appropriate staff member.
Answers inquiries from the public and others regarding departmental procedures, and makes appropriate
referrals.
Composes and/or @types up legal documents and assists in the processing of a variety of legal documents,
including docketing, calendaring and filing. Perform legal research and writing, and conduct criminal
history investigations as may be needed and directed by an attorney.
Makes photocopies, sends and receives fax documents, and scans as necessary; operates other office
equipment as needed; performs filing as directed.
Reviews list of prospective jurors; scans list for use by Public Defender's office personnel.
Attends court as directed, to assist attorneys in case preparation and documentation of hearing notes
and dispositions.
Performs duties of other support staff in their absence; assists other clerical staff with work duties as
needed.
OTHER DUTIES OF JOB
Attends meetings, training, seminars as required.
Performs other job-related duties as required.
SUPERVISION EXERCISED
No formal supervision except as occasionally delegated by supervisor when needed to direct and/or review the
work of office staff.
SUPERVISION RECEIVED
Receives occasional instruction and limited supervision from attorneys or supervisor in regard to daily work
duties.
WORKING CONDITIONS
Works indoors in adequate workspace, lighting, temperatures, and ventilation.
Works with average office 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 possess ability to record, convey and present information, explain procedures and follow
instructions.
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 10 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.
C. CLEARANCE
Must work in conjunction with employer to apply for Act 34 PA State Police Criminal History, Act 151
PA Child Abuse and FBI clearances. All clearances must reflect acceptable results. Clearances must
be renewed every three years.
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."
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 be able to function independently, have flexibility and personal integrity, and work effectively with
clients, judicial authorities, co-workers and others.
Must maintain confidentiality in regard to client information and records, as well as any other information
obtained in the position.
Must possess the technical knowledge of operating personal computers.
Knowledge of legal terminology a plus.
Knowledge of the operation and procedures of the 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.
DEADLINE TO APPLY: 08/29/2025 by 4:00 PM
WE ARE AN EQUAL OPPORTUNITY EMPLOYER
VENANGO COUNTY IS A DRUG FREE WORKPLACE
VETERANS' HIRING PREFERENCE
YOU MUST ATTACH FORM DD214 TO DETERMINE VETERANS' HIRING PREFERNECE ELIGIBILITY
APPLICANTS WH
