Administrative Assistant

Administrative Assistant

Working Title: Administrative Assistant Department: District Attorney's Office Reports To: District Attorney/Executive Director Classification: Group 60

General Description This position a non-exempt position that performs a variety of complex clerical duties to provide support for the daily operations of the office, including assisting the District Attorney and his staff in case and trial preparation. The District Attorney's Office is responsible for handling felony cases committed by adults which include a maximum penalty of life without parole or the death penalty and/or a fine of $10,000. Position entails assisting other office personnel such as the Attorneys and other clerks. Court room presence and travel may be required. Additionally, this position oversees, with the supervision of the elected official/attorneys of office, cases involving children and adults.

Essential Responsibilities and Duties

1. Process and prepare documents such as Indictments, dispositions, motions, forms, notices, discovery, letters, memos, subpoenas, and reports. Prepare other legal documents at the direction of attorney. Must be proficient in the English language, possess proper writing skills and knowledge in formatting correspondence.
2. Maintain and update filing, inventory, mail and database systems, either manually or by using a computer. Make notes from all files in computer system.
3. Answer multi-line telephone, take messages, transfer phone calls. Proper telephone and speaking skills are essential.
4. Case intake, which includes scanning all documents, entering victims, witnesses, notes, and all court documents.
5. Compile, copy, sort, and redact Discovery for defense attorneys, and prepare motions and notices and other records for the office. Must have knowledge of Michael Morton Act, as well as discovery particulars and laws. May be required to testify regarding discovery processes.
6. Make copies as requested. Open, sort, and route incoming and outgoing correspondence. Must be proficient at use of copy machines, fax machines, and scanning machines, and other hardware or software as necessary.
7. Process and receive legal notices from law enforcement, defense attorneys, other court personnel, and general public. Must be able to communicate with and greet law enforcement, witnesses, victims, other county personnel, and attorneys in a professional manner at all times. Must be able to handle children and victims of serious crime in a professional manner.
8. Monitor case types and statistics as necessary or required. Upkeep records retention, case notes, and case file info.
9. Attend court, prepare and file court paperwork, including dispositions. Verify jail credit with law enforcement. File appropriate paperwork and make sure all Victim Impact Statements are appropriately turned in to court or probation.
10. Verify court dates and provide proper notification to attorneys, witnesses, Grand Jurors, and other parties. Monitor and upkeep docket calendar and sort files for court.
11. Update CJIS information and keep track to maintain current percentages.
12. Handle various types of money transactions including money submitted by forfeiture funds, public information requests, restitution, and hot check payment fees in the form of cash, check or money orders. Be able to process large sums of money from seizing officer in the event attorney is not present.
13. Other duties as assigned within the scope of the office, including but not limited to detainer deadlines, appeals, expunctions, trial notebooks and preparation, supply orders, purchase orders, parole notifications, and seizure/forfeiture cases.
14. Prepare transcripts as necessary. Might be required to testify regarding transcripts.
15. Must maintain confidentiality of all information learned in the scope of employment until time when information is made public by Elected Official or his/her direction OR upon time when information is required to be made public by law.

Additional Responsibilities

• Run errands on behalf of the office, including but not limited to, bank, post office, clerk's office, courthouses, law enforcement, and other offices within the 4-county District.
• Cross-train positions in office and be prepared to perform other duties as assigned.
• Must be able to perform assigned duties in an efficient manner and work well with others without posing a direct threat to the health and safety of themselves and/or others. Must possess a cooperative and positive attitude at all times at work.
• Must be able to Notarize legal documents on behalf of the office.
• Must be able to attend court. Must maintain a professional appearance at all times, fulfilling the dress code requirements of a court in which they may appear.
• Must be able to multi-task and prioritize job responsibilities.

Education Requirements A High School diploma or equivalent. Must have knowledge of general office equipment, including personal computer and typing. Must be able to properly prepare legal documents at the direction of an attorney.

Experience and Skills

• Must have the ability to meet and serve the public in a friendly and efficient manner.
• Requires knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition and grammer. Must also have the ability to read and understand information and ideas presented in writing. Must have the ability to speak English clearly to be understood by others.
• Must have and maintain the ability to work independently.
• Must have and maintain the ability to use computer systems necessary to perform duties.
• Must have and maintain the ability to alphabetize and operate basic office equipment.
• Must be able to type accurately and check and correct work.
• Must possess and maintain a valid Texas Drivers License at all times. A driving permit or occupational license is not allowed.
• Must have or be able to receive accreditation to become a Notary Public under Texas law.
• Regular attendance is essential. Must arrive at work on time, prepared to perform assigned duties and work assigned schedule.

Physical Demands and Work Environment While performing the duties of this position, the employee is frequently required to talk, hear, see, sit, stand, kneel, climb, feel, use fingers to handle, and arms to reach and carry. The employee must be able to lift up to 15 pounds regularly. Specific vision is required by this job, including the ability to see up close and at distance.

Special Conditions This position determines how to prioritize work so that it is accomplished in a timely and professional manner. Incumbant proofs work to determine if revisions are required. Determines how to handle hostile clients/public members and where to refer difficult phone calls. Decisions regarding personnel issues, client or attorney complaints, and legal and/or policy questions are to be referred to the elected official.