Administrative Assistant/Grant Coordinator

GENERAL: The Administrative Assistant / Grant Coordinator, under the administrative and operational direction of the Susquehanna County District Attorney, through the Office Manager, is responsible for all the day to day paperwork and files of the criminal, juvenile and appellate, and miscellaneous divisions of the District Attorney’s Office. Assists callers and visitors with inquiries and directs them to the appropriate Attorney, Detective or support staff. This position requires the ability to complete all normal clerical duties associated with the orderly functioning of the Office of District Attorney.

Minimum Requirements:

Associates Degree from an accredited institution in Accounting or Finance preferred.

Any combination of education and experience, which indicates possession of the knowledge, skills and abilities, listed below.

Applicant must possess good management skills and decision making

Applicant must possess good communication skills

Applicant must be detail and team concept oriented

Applicant must be willing to travel for training

Applicant must be willing to be available for duties and responsibilities that occur outside of normal working hours and office environment.

Required Knowledge, Skills and Abilities

Knowledge of standard office practices and procedures.

Must be able to type 40 words per minute with an 85% degree of accuracy as determined by a typing proficiency test and must have a working knowledge of Word Processing.

General knowledge of how to set up spreadsheets using a computer.

Knowledge of English grammar, punctuation and spelling.

Knowledge of intermediate arithmetic, which involves calculation, using addition, subtraction, multiplication, and division of whole numbers and decimal.

Ability to proofread information for conformance with form, to insure the adherence to clerical procedural rules.

Ability to communicate effectively with associates and the public.

Ability to follow written and oral instructions.

Ability to write legibly.

Principal Duties and Responsibilities:

The handling of all discovery requests including the scanning of documents and copying of digital files and pictures as well as the correspondence for timely delivery of discovery to defense attorneys.

Updates law enforcement on disposition and status of Criminal cases

Prepares the actual paper files for all Criminal and Juvenile cases

Prepare subpoenas for all court hearings

Prepare and create power point presentations for the District Attorney, trials or community presentations as needed or directed.

Prepare quarterly reports and end of year reports for review by the office manager for the Susquehanna County Drug Task Force.

Tracks ARD expenses and revenue.

Designs brochures and handouts for various events for community awareness and education programs.

Participates in events sponsored by the District Attorney for community and education outreach.

Assists the victim witness coordinated as needed.

Assists the Office manager as directed.

Maintains records for criminal, miscellaneous and juvenile divisions.

Prepare petitions, orders, motions, etc., and copy/disburse to proper offices.

Prepare the same documents for services upon defendant’s attorney.

Prepare a variety of court documents such as subpoenas for mailing to witnesses, appeals for distribution to appropriate Court, and Nolle Prosequi for submission to the Judge.

Handle the processing of expungements.

Prepare all Information on the CPCMS DA Link system for arraignments and submit them to Clerk of Courts Office.

Report and record statistics for each case.

Assist callers/visitors with explaining requirements/procedures and assisting with any questions.

Maintain and disburse electronic mail within the office.

Fax various documents as needed, required or directed.

Maintain office filing as needed, required or directed.

Attend sentencing to obtain correct information that is sent to media and to maintain office records.

Prepare files for new cases by typing cover sheet, putting cases on appropriate lists, contacting/notifying Law Enforcement Office(r)s for reports, preparing plea agreements, and preparing information.

Prepare discovery and distributes to defense attorney.

Keep Law Enforcement Officers updated about preliminary hearings and send them copies of sentences.

Transcribe tapes and CDs for State and Local Police.

Transcribe Dictation for District Attorney and Assistant District Attorney.

Put together PowerPoint presentations for use by the District Attorney.

Prepare Protection from abuse petitions and orders for submission to the Judge and maintain records for each PFA.

Maintaining the District Attorney Web Page as needed or directed.

Any other duties as assigned by the District Attorney or the Office Manager.

Grant Coordinator Duties and Responsibilities

**This responsibility requires extensive research and writing as many of these grants are competitive in nature. After a grant is secured special attention and care must be given to the requirements of each individual grant. Some of the requirements include but are not limited to the following:

-Compose, review and maintain grants for District Attorney’s Office as needed.

-The documentation of labor, expenses, and equipment purchases.

-Complying with procurement requirements.

-The creation of quarterly and annual reports.

-The auditing of all expenditures

-The verification of all receipts attributed to expenses.

-The reapplication for additional funds.

Physical Requirements:

The applicant must be able to perform the duties and responsibilities of the position in a normal office environment.

Special Requirements:

The applicant must pass a County background check with no record of criminal convictions.

The applicant must meet and comply with Susquehanna County’s Employments Policies.

Part of the position function involves the handling of CONFIDENTIAL DATA, disclosure of which is protected by law.

Job Type: Full-time

Pay: $17.97 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• Weekends as needed

Ability to Relocate:

• Montrose, PA 18801: Relocate before starting work (Required)

Work Location: In person

Salary : $18