Administrative Assistant

Administrative Assistant

This position oversees the daily functions as the Administrative Assistant for units within the Luzerne County District Attorney's Office. The Administrative Assistant is responsible for entering, tracking, typing and filing of documents in the Court of Common Pleas of Luzerne County.

Essential Duties and Responsibilities

• Assist and support attorneys at all phases of trial including initial investigation, lodging charges, preliminary hearing, trial preparation, continuous discovery, sentencing, revocations and failure to comply with sentence, notify and support victims of crime, and assist as directed by supervisors to ensure efficient processing of cases in the office.
• Investigation phase: Liaison between attorney and officer/detective, provide assistance to officer/detective with research, criminal histories, prepare search warrants, reports, complaints/affidavits; Assist in locating witnesses/phone numbers/addresses; Drafting pre-trial documents (such as Material Witness Orders, Motion for Disclosure of Records/Wiretap, etc.)
• Preliminary hearing: Arrange date with officer/detective and attorneys and coordinate with victim's unit representative; attend hearings, request continuances and notify all parties, prepare files/questions for attorneys; prep witnesses; request transcripts; prepare writs/transport orders for local magistrates for preliminary arraignments and hearings for prisoners held out of Luzerne County.
• Trial preparation: Review file, create and organize trial binder or sub-files for courtroom, prepare witness lists, prepare exhibit lists, pre-trial motions, draft trial briefs, coordinate experts, and provide them with files for review, coordinate with victim unit, assist with preparing evidence/exhibits*, prep and verify service of subpoenas/record subpoenas (sometimes w/individual cover letter), prep witnesses, schedule interviews, coordinate witnesses for trial, prepare jury instructions, prepare verdict slip, courtroom assistance, courtroom attendance for all hearings/trial, prepare documents/correspondence re: any issues that arise in trial; locate and schedule interpreters for hearings and trials; Certified records – Clerk of Court's Office, Records Search in Prothonotary's Office; Courtroom accessories ready (such as: easels, PowerPoint Screen, audio/video capability, etc.) (*e.g - taking exhibits to be enlarged/mounted and picking them up on a routine basis during trial terms)
• Sentence: Prepare any motions, correspondence (see: sexual assessment), contact victim regarding restitution information
• Post-Sentence: Communicate with victim, officer/detective, probation regarding violation, draft revocations, obtain transcripts for PCRA and review for hearings; Upon request, review Megan Law violators for charges of Failure to Register and coordinate w/PSP Megan's Law Division in Harrisburg, Tpr. Anderson and SOAB if necessary, Prepare IAD Form 9
• Discovery: Upon request of Attorney/Defense Attorney, as result of the call of the list, and on homicide or high profile cases: (locate file) file review, number pages, prepare copies, prepare typewritten acknowledgement noting the number of pages to be given in discovery, return files upon completion.
• Disposition Entry: Entry of Court Dispositions for Guilty Pleas/Sentencings.
• On a daily basis assist/meet/speak with officers, attorneys and the public/walk-ins regarding various issues.
• Maintaining a log of attorney(s) assigned to each individual case.
• As with all positions in the District Attorney's Office, an Administrative Assistant must complete any and all additional duties as assigned by the District Attorney.

Required Knowledge, Skills and Abilities

• Thorough knowledge of the criminal justice system;
• Must have the ability to work in a fast paced environment with the ability to multitask;
• Knowledge of office technology: Microsoft Office Products-Word, Excel, PowerPoint, dictation for both microcassettes and CD transcriber machine, copy machine, scanners;
• Ability to gather, organize and analyze information;
• Ability to understand and carry out complex oral and written instructions;
• Ability to express oneself clearly and concisely both orally and in writing;
• Ability to reprioritize work in order to resolve problems;
• Thorough knowledge of standard office procedures and practices such as types, organization, and use of standard office files, logs, forms and legal letter formats; Ability to collect and organize material for reports by determining what available information should be included and presenting the information in a prescribed organized format; and
• Ability to make duty oriented decisions on the basis of well-defined standards and procedures.

Minimum Qualifications

• Possession of the required knowledge, skills and abilities;
• Graduate of an accredited college or university with a Bachelor of Science degree;

or

• Graduate of high school or possession of a high school equivalent diploma and possesses three (3) years of full time, paid general office experience in a governmental agency setting or law enforcement setting. Must be willing to undergo a criminal background check.

Benefits

I. Medical Insurance The coverage begins for the employee the on the first of the month following the first full 30 days of full-time employment for employees and their eligible dependents. Cost to the employee to participate in the plan varies by the coverage selection and the number of dependents; and may be subject to collective bargaining agreement. The employee may also elect to opt out of the County's medical insurance if proof of coverage is provided. Under this arrangement, the employee is provided with an annual opt out payment.

II. Vision and Prescription The coverage begins for the employee on the first of the month following the first full 30 days of full-time employment for employees and their eligible dependents. Contributions may vary, subject to collective bargaining agreement.

III. Dental Coverage The coverage begins for the employee on the first of the month following the first full 30 days of full-time employment for employees and their eligible dependents. Contributions may vary, subject to collective bargaining agreement.

IV. Life Insurance A $50,000 life insurance policy is afforded to full-time employees, unless specified differently in a collective bargaining agreement. It remains in effect as long as the employee is actively employed and terminates upon resignation or retirement.

V. Retirement All full-time employees and part-time employees working more than 1,000 hours per year qualify for Luzerne County retirement benefits, in which employees must contribute 5% of their earnings, and may choose to add to an additional voluntary contribution, not to exceed an additional 10%.