Office Associate - Commonwealth's Attorney's Office

COUNTY OF WARREN

OFFICE ASSOCIATE - COMMONWEALTH'S ATTORNEY'SOFFICE

GENERAL DEFINITION OF WORK:

Performs intermediate skilled clerical work providing a variety of administrative, secretarial and record keeping duties; does related work as required. Work is performed under regular supervision.

ESSENTIAL FUNCTIONS/TYPICAL TASKS:

Serving as receptionist; preparing, maintaining, retrieving and receiving records and files; taking and transcribing dictation; typing, word and data processing duties; assisting the public.

(These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.)

• Answers incoming telephone calls and refers calls to appropriates staff members, provides routine information to caller, refers complex questions to propter person or agency.
• Types general correspondence, memorandum, reports, schedules, official notices, statistical tables, reports, motions, opinions, briefs, responses, indictments, case records and other materials from rough draft, copy, marginal notes or verbal instruction.
• Takes and transcribes dictation of letters, memoranda and articles relating to specialized fields of work.
• Composes replies to correspondence without dictation in accordance with established procedures.
• Gathers and compiles detailed information for inclusion in special and/or complex reports; prepares reports in accordance with instructions; assists in preparing agenda packages.
• Gathers and enters a variety of complex data into computer system; prepares a variety of complex and specialized reports; handles confidential data and other sensitive information.
• Takes, transcribes and/or types minutes of meetings and hearings of a complicated nature; prepares and distributes minutes.
• Serves as a receptionist, answers telephone and gives information in response to public inquiries.
• Assembles dockets, warrants, court files; serves as liaison between agencies to ensure complete and accurate case files.
• Obtains NCIC and VCIN information; prepares and issues subpoenas; coordinates preparation and submission of various reports and documents to ensure timely preparation of cases.
• Keeps an inventory and orders supplies for department; codes bills for accounts payable and receivable.
• Maintains cross-referenced office files and a variety of other specialized records.
• Sorts, indexes and files material alphabetically, numerically, geographically or by other predetermined classification.
• Operates standard office, data entry and word processing equipment.
• Prepares and updates a variety of documents, booklets, handbooks and other information pertaining to programs, activities, functions, responsibilities and policies; receives and processes incoming and outgoing mail.
• Performs related tasks as required.

KNOWLEDGE, SKILLS AND ABILITIES:

Thorough knowledge of office practices and procedures; thorough knowledge and ability to use correct grammar, vocabulary and spelling; general knowledge of office automation equipment and software including word processing, database management and spreadsheets; some knowledge of arithmetic and its uses in general office work; ability to communicate ideas effectively in both oral and written forms; ability to gather and give basic information and instructions on departmental programs based on inquiries; ability to enter data, key or type at a reasonable rate of speed; ability to establish and maintain effective working relationships with associates and the general public.

EDUCATION AND EXPERIENCE:

Any combination of education and experience equivalent to graduation from high school and some office assistance experience.

PHYSICAL REQUIREMENTS:

This is sedentary work requiring the exertion of up to 10 pounds of force occasionally, and a negligible amount of force frequently or constantly to move objects; work requires fingering, grasping, and repetitive motions; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; visual acuity is required for preparing and analyzing written or computer data, operation of machines, determining the accuracy and thoroughness of work, and observing general surroundings and activities; the worker is not subject to adverse environmental conditions.

SPECIAL REQUIREMENTS:

May require NCIC certification depending on departmental assignment.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential tasks.

Warren County is an Equal Opportunity Employer (EOE), and participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.

For any questions, please contact Warren County Human Resources, 220 N. Commerce Avenue, Suite 100, Front Royal, Virginia 22630, 540-636-4600. HR@warrencountyva.gov

This position will be open until filled.