Administrative Assistant/Legal Secretary

Position Title: Administrative Assistant/Legal Secretary Reports to: District Attorney

FLSA Status: Nonexempt

County Status: Regular Full Time Employee (40 Hour Work Week) Pay Grade/Pay Structure:$20.09-$23.87

I. Position Summary

Serves as an Administrative Assistant/Legal Secretary to the Forest County District Attorney and Assistant District Attorney, assisting in the overall operation of the District Attorney’s Office. Duties shall be performed with independent judgment and discretion in the performance of complex administrative management and operational functions.

II. Administrative Functions

- Data entry of criminal referrals from law enforcement.

- Draft appropriate correspondence.

- Draft criminal complaints and prepare the probable cause narrative.

- Preparation of Warrants, Affidavits, Subpoena’s, Motions, and other legal documents.

- Work with Process Servers as needed for statewide subpoena service.

- Reach out to various Probation/Parole agencies, Hospitals, other Sheriff’s Offices as

necessary to ensure successful subpoena service.

- When Certified Documents are required for case prosecution, time consuming research

into out of state DOT agencies to locate proper request forms is frequently required.

- Prepare billing vouchers for publications, transcripts, certified documents, subpoena

process, and all general office expenses.

- Maintain subscriptions to State Bar of Wisconsin publications and update subscription

binders.

- Request needed Certified Transcripts of court proceedings from appropriate Court

Reporters.

- Respond to phones and front window inquires, screening requests for meetings with the

DA, and returning phone calls as necessary.

- Prepare documents and monitor needs of Special Prosecutor cases as needed.

- Prepare Extradition paperwork and Governor’s Warrants for Extradition as required.

- Promote community relations by providing general information to the public when there

are questions regarding criminal/civil/juvenile court proceedings and general legal

questions regarding what to expect at various hearing types.

- Respond to inquiries and provide information as appropriate to the public, attorneys,

defendants, courts, victims and witnesses, pertaining to their specific cases.

- Manage upset and difficult callers with tact, de-escalating volatile situations as able.

- Field calls from news media

- Respond to area businesses on policy regarding worthless check protocol and provide

instruction in making referrals.

- Maintain accurate calendar of the District Attorney/Assistant District appointments.

- Scan and organize documents, filing and eFiling all documents in appropriate case files.

- Obtain required signatures on original Court pleadings or other documents as may be

appropriate.

- Assist in filing and archiving closed files, facilitating the transport of closed files to long

term storage.

- Troubleshoot office procedures as we move away from a paper to a “paperless” office.

- Prepare Discovery Packets and following up with updates and billing.

- Prepare files and mark exhibits for Jury Trials, assisting with the trial process as needed.

- Coordinate appointments, referrals, etc. with victims and witnesses as needed.

- Perform redaction of confidential information on documents as necessary.

- Respond to open records requests as necessary.

- Willingness and ability to step into co-worker roles as needed to cover vacations/leaves of

absence/sick time, etc.

- Participate with the DA Office team in developing and implementing department policies

and procedures.

- Attend Webcasts and view Protect videos from the DA Intranet to improve and maintain

skills in navigating the Protect database which is continually being updated.

- Willingness and ability to learn new software systems as technology evolves.

- Participate in the interview process when hiring new staff.

- Conduct new employee orientation/training new staff as necessary.

- This is not an exhaustive list of job responsibilities and therefore other duties may be

assigned.

III. Additional Responsibilities

- Assist District Attorney/ADA in Court, as required, with Hearings and Jury Trials.

- Commencing work early and/or to remain after hours as needed depending on the court

calendar and obligations of the District Attorney’s office.

- Perform any and all other duties associated with the operation of the office as directed by

the District Attorney.

IV. Supervision

Under the direct supervision of the District Attorney.

V. Physical Demands and Work Environment

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Mostly sedentary in a typical office setting. Frequent walking and standing. Employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 50

pounds. Specific vision abilities required by this job include close vision, color vision and ability to adjust focus. Essential functions require a high level of concentration and attention to detail.

It is of the utmost importance that the employee be able to maintain the strictest confidentiality in all aspects of services performed as required by law or imposed on the District Attorney by professional and ethical considerations.

The Case Load present in the District Attorney’s Office often consists, in part, of very sensitive and graphic matters, which may include any or all of the following: Homicide, Sexual Assault, Incest, Child Abuse, Domestic Violence and Animal Abuse. The employees of the District Attorney’s Office must be able to work with all types of files including those of the very graphic and perhaps offensive in nature.

VI. Minimum Qualifications

Education: Graduation from High School or GED equivalency.

Experience: Three years of responsible office experience. Prior experience in a district attorney office, law office or educational background in the legal/paralegal field is preferred.

Skills, Knowledge and Abilities:

- Extensive knowledge of the legal system, in particular, criminal and juvenile procedures.

This includes but is not limited to having the ability to navigate and understand Wisconsin

Statutes.

- Knowledge of office terminology, procedures, ability to read and understand the English

language.

- Ability to follow complex oral and written instructions, communicate effectively, both

verbally and in writing.

- Ability to maintain complex clerical records and prepare reports from such records.

- Ability to make decisions in accordance with laws, regulations, ordinances and established

department procedures.

- Use sound judgment, courtesy, tact, be dependable, and be able to maintain confidentiality

of all matters internal to the District Attorney’s Office.

- Ability to establish and maintain excellent working relationships with other department

employees, county employees, attorneys, court personnel, elected officials and the general

public.

- Ability to maintain a professional demeanor when dealing with the public, attorneys, law

enforcement, and other agencies.

- Ability to work under stress and in compliance with deadlines.

- Ability to work independently without constant supervision or explicit directions.

- Proficient in Microsoft Word, Microsoft Outlook, Excel and PROTECT systems.

- Ability to operate computer, typewriting, copier, fax machine, shredder, and scanner.

- Ability to learn and adapt to the Protect Case Management System.

- Ability to copy/burn CD’s and DVD’s.

- Ability to accurately type 45 words per/minute.

Licenses and Certifications: Familiarity with notary public requirements and ability to obtain commission.

Forest County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective employees and incumbents to discuss potential accommodations with the employer.

Job Type: Full-time

Pay: $20.09 - $23.87 per hour

Benefits:

• Health insurance
• Life insurance
• Paid time off

Schedule:

• 8 hour shift

Ability to Commute:

• Crandon, WI 54520 (Required)

Ability to Relocate:

• Crandon, WI 54520: Relocate before starting work (Required)

Work Location: In person

Salary : $20 - $24