Office Support Person IV - Administrative Support Staff - District Attorney

Summary

This employee is responsible for various clerical and administrative tasks to support the administrative needs of the District Attorney’s Office and its professional staff and ensure efficient operation of the office. Specific job duties will vary based on the assignment to the particular division of the District Attorney’s Office. Generally, responsibilities include, but are not limited to: answering phones, including the lobby reception area; typing; transcriptions; drafting documents and correspondence; filing court documents; data entry; preparing witness subpoenas; maintaining appointment calendars, maintaining internal office records; processing paperwork; collecting files to be handled in court during criminal lists, and other tasks as assigned by the Supervising Secretary, Assistant Chief, Division Chief, or Chief of Staff. Office Support Staff will regularly interact with other employees of the District Attorney’s Office, other county agencies and members of the public. They are expected to be cordial and professional at all times.

Essential Duties And Responsibilities

• Provide administrative support to ensure efficient operation of the Office.
• Answer phone calls, answer basic questions, and either direct the calls as appropriate or take messages.
• Perform miscellaneous clerical tasks such as: typing, filing, copying, scanning documents, etc.
• Prepare and send out subpoenas to victims, witnesses and law enforcement for court proceedings.
• Transcribe recordings.
• If assigned to the lobby reception area, serve as first point of contact for all visitors to the District Attorney’s Office.
• Access criminal database to verify or retrieve case information.
• Data entry.
• Assist with formatting and filing of legal documents with supervision of legal staff.
• Assist attorneys with preparing criminal files for court.
• Assist with records management, storage and destruction.
• Locate files for Assistant District Attorneys.
• Prepare expungement letters.
• Other tasks as needed to support the administrative needs of the Office and professional staff.
  
  

Qualification Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Typing/Word Processing skills.
• Telephone manners.
• Communication skills, both verbal and written.
• Grammar & spelling skills.
• Schedule flexibility.
• Knowledge of Office policy/procedure.
• Knowledge of Office mission/structure.
• Knowledge of Criminal Procedure Rules.
• Knowledge of Office organization and mission.
• Must be able to work under pressure and maintain composure under stressful situations.
  
  

PHYSICAL DEMANDS

The physical demands 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.

While performing the duties of this job, the employee is regularly required to stand; walk; sit; and talk and hear. The employee is occasionally required to use hands to finger, handle or feel objects, tools or controls; reach with hands or arms; and stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision and depth perception.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function.

The noise level in the work environment is usually moderate.