Witness Coordinator

Job Description

Job Description

THE SCOPE OF WORK

The Contractor shall provide administrative and logistical support for fact witnesses appearing before the United States District Court and Federal Grand Jury in support of USAO litigation activities.

WITNESS COORDINATION

• Receive witness information from Government personnel and establish initial contact with fact witnesses.
• Confirm witness availability, travel requirements, lodging needs, and special accommodation.
• Explain subpoena requirements, appearance procedures, reimbursement processes, and general courtroom expectations.
• Maintain regular communication with witnesses before, during, and after testimony.
• Coordinate witness schedules with Assistant United States Attorneys (AUSAs), investigative agencies, and other Government personnel.
• Maintain current witness rosters and appearance schedules for multiple simultaneous trials.

TRAVEL COORDINATION

• Arrange commercial air, rail, lodging, and authorized ground transportation in accordance with DOJ travel regulations.
• Coordinate with SATO Travel, hotels, airlines, and other travel providers.
• Process travel authorizations and obtain required Government approvals. Modify itineraries due to trial continuances, scheduling changes, or emergencies.
• Provide witnesses with complete travel itineraries and reporting instructions.

COURTROOM SUPPORT

• Meet witnesses upon arrival as necessary.
• Escort witnesses to designated courtrooms or meeting locations.
• Provide courtroom orientation and procedural guidance.
• Coordinate with the United States Marshals Service, , investigative agencies, and court personnel as necessary.
• Maintain communication with trial teams throughout witness appearances.

WITNESS REIMBURSEMENT

• Prepare witness vouchers and reimbursement documentation.
• Verify required supporting documentation.
• Process reimbursement packages in accordance with DOJ policy.
• Reconcile Government Travel Account documentation as required.
• Maintain complete reimbursement records.

TRAVEL COORDINATION

• Arrange commercial air, rail, lodging, and authorized ground transportation in accordance with DOJ travel regulations.
• Coordinate with SATO Travel, hotels, airlines, and other travel providers.
• Process travel authorizations and obtain required Government approvals. Modify itineraries due to trial continuances, scheduling changes, or emergencies.
• Provide witnesses with complete travel itineraries and reporting instructions.

COURTROOM SUPPORT

• Meet witnesses upon arrival as necessary.
• Escort witnesses to designated courtrooms or meeting locations.
• Provide courtroom orientation and procedural guidance.
• Coordinate with the United States Marshals Service, , investigative agencies, and court personnel as necessary.
• Maintain communication with trial teams throughout witness appearances.

WITNESS REIMBURSEMENT

• Prepare witness vouchers and reimbursement documentation.
• Verify required supporting documentation.
• Process reimbursement packages in accordance with DOJ policy.
• Reconcile Government Travel Account documentation as required.
• Maintain complete reimbursement records.

ADMINISTRATIVE SUPPORT

• Establish and maintain witness files.
• Maintain electronic databases and tracking systems.
• Prepare correspondence and administrative documentation.
• Respond to witness inquiries via telephone and email.
• Maintain records in accordance with DOJ records management requirements.

PROFESSIONAL SUPPORT SERVICES

• The Contractor shall communicate clearly, accurately, and professionally with fact witnesses, Assistant United States Attorneys (AUSAs), investigative agencies, court personnel, travel providers, and other Government stakeholders.
• Communications shall be concise, organized, audience-appropriate, and responsive to the needs of the individual receiving the information.
• The Contractor shall actively listen, ask clarifying questions, when necessary, confirm understanding of witness needs, and provide accurate information regarding witness procedures, travel requirements, and reimbursement processes.
• The Contractor shall exercise sound judgment, professionalism, tact, and discretion when interacting with members of the public who may be unfamiliar with Federal court procedures or experiencing stress, anxiety, frustration, or reluctance to participate in judicial proceedings.

Ohm Systems, Inc. specializes in IT and Healthcare staffing services, dedicated to linking highly skilled professionals with our public and private clients across the United States. Our track record showcases our commitment to delivering outstanding staffing and consultancy solutions to our clients. We prioritize diversity and inclusivity and take pride in being an employer that promotes equal opportunities and affirmative action. Our goal is to foster an inclusive work environment that embraces individuals from all backgrounds, irrespective of their gender, race, or orientation.

Company Description

Ohm Systems, Inc. specializes in IT and Healthcare staffing services, dedicated to linking highly skilled professionals with our public and private clients across the United States. Our track record showcases our commitment to delivering outstanding staffing and consultancy solutions to our clients. We prioritize diversity and inclusivity and take pride in being an employer that promotes equal opportunities and affirmative action. Our goal is to foster an inclusive work environment that embraces individuals from all backgrounds, irrespective of their gender, race, or orientation.