Administrative Assistant II Position Available In Venango, Pennsylvania

POSITION

Administrative Assistant IIOffice of the Venango County District AttorneyFull-Time, 80 hours/pay

DEPARTMENT

Office of the Venango County District AttorneyVenango County Courthouse

PAY GRADE

NON-EXEMPT

HOURLY FIVE

$14.74-$22.21 hourly

OVERALL OBJECTIVE OF JOB

To perform specialized secretarial and administrative functions in a timely manner toassure efficient operation of the department; and to act as working supervisor ofsecretarial staff, delegating work assignments, conducting on the job training andreviewing the work product of the secretarial unit.

ESSENTIAL FUNCTIONS OF JOB1.

Assist District Attorney, Assistant District Attorneys, and Victim WitnessProviders in a variety of specialized administrative and secretarial projects andduties.2. Act as working supervisor of departmental secretarial staff; assign and reviewwork of said staff, and assist in solving problems within the secretarial unit.3. Orient and train new secretarial employees.4. Assist in the interviews of prospective secretarial staff, participate in the selectionof the new staff member.5. Establish and maintain criminal case files, perform necessary docketing in eachcase.6. Maintain and update the case tracking systems- noting the progress of each casethrough the stages of the legal process.7. On your own initiative responsible for court preparation including the preparationof necessary documents in a timely and efficient manner for the followinghearings: Extradition, Fugitive from Justice, Bail Revocation, Probation/ParoleRevocation, Bench Warrant, Habeas Corpus, PCRA and Central Court.8. Responsible for reviewing ARD applications for accuracy, completing the criminalhistory check on each applicant, and the gathering of all documents necessaryfor review of the application by the D.A.9. Assign cases to attorneys as required.10. Maintain a schedule of court hearings, meetings, and legal document filing datesetc. for each of the four attorneys and two victim /witness providers on staff;cancel, continue or reassign cases when appropriate and necessitated byconflicts in the schedule.11. Type reports, letters, memos, briefs, subpoenas, motions and other documentsas needed.12. Compose letters, memos and other correspondence as required.13. Operate computer; data entry, and provide input and make adjustments toprograms and data as required.14. Monitor Office Budget, assist with budget estimates and other fiscal reports,balance accounts and statements as assigned.15. Process invoices, bills and establish and maintain a filing system for same.16. Open, screen, and distribute mail.17. Screen phone calls, answering routine inquires or directing the call to theappropriate staff member.18. Answer inquires form the public and others regarding departmental procedures,and make appropriate referrals.19. Assist in the processing of a variety of legal documents, including docketing,calendaring and filing.20. Assist secretarial staff in the preparation of the formal charging documents and inarraignment court preparations.21. Assist secretarial staff in the scheduling of court hearings in PFA and SummaryAppeal Cases and in the preparation of said for court.22. Must maintain confidentiality.23. Perform duties of other support staff in their absence.24. Make photocopies and send receive fax documents as necessary; operates otheroffice equipment as needed, filing as needed.25. Reviews list of prospective jurors for criminal cases as required.26. Transcribe audiotapes as necessary.

OTHER DUTIES OF JOB1.

Attends meetings, training, seminars as required.2. Requisitions supplies for office as required.3. Opens mail and distributes within department as necessary.4. Assists other clerical staff with work duties as needed.5. Performs other job-related duties as required.

SUPERVISION

EXERCISEDResponsible for direct supervision of the secretarial staf .

SUPERVISION

RECEIVEDReceives occasional instruction and limited supervision from attorneys or supervisor inregard to daily work duties.

WORKING CONDITIONS1.

Works with average indoor exposure to noise and stress, but subject to frequentdisruptions.2. Normal exposure to indoor dust/dirt.

PHYSICAL/MENTAL CONDITIONS1.

Must possess hearing, seeing, speaking and reasoning senses necessary tocarry out job duties.2. Must be able to sit for long periods during the work day, with frequent standing,walking and occasional bending, twisting, stooping, reaching and grasping asnecessary to carry out essential job duties.3. Dexterity requirements range from simple to coordinated movements offingers/hands; to simple movements of feet/legs/torso as necessary to carry outjob duties.4. Light work, with occasional lifting/carrying of objects with weights of 20-30pounds.5. Must be able to cope with the physical and mental stress of the position.6. Must be able to pay close attention to details and concentrate on work.

QUALIFICATIONSA.

EDUCATION/TRAININGHigh school diploma or equivalent, plus clerical and computer training is a must.

Associate Degree in business, Paralegal, or legal secretary preferred.

B. WORK EXPERIENCE3-5

years working experience in law office, government, or administrativeenvironment, or acceptable combination of training, education, and/orexperience.• Must not appear on Preclusion Lists as defined by “Pennsylvania’s Medical AssistanceBulletin 99-11-05 Provider Screening of Employees and Contractors for Exclusion fromParticipating in Federal Healthcare Programs.”• Must successfully complete pre-employment drug screening.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED1.

Must be able to speak and understand the English language and to follow oraland written instructions.2. Must possess effective oral and written communication skills.3. Must possess ability to function independently, have flexibility and personalintegrity and the ability to work effectively with clients, judicial authorities, coworkersand others.4. Must possess the ability to maintain confidentiality in regard to client informationand records.5. Must possess the technical knowledge of operating personal computers.6. Knowledge of legal terminology a plus.7. Knowledge of the operation and procedures of the civil and criminal courtsystems a plus.8. Must possess the ability to take and transcribe legal dictation and type fromdrafts clearly and accurately and within a reasonable speed.9. Must possess ability to prepare and maintain files and reports.10. Must possess the ability to compose replies to routine correspondence.11. Must possess the knowledge and ability to assist in the preparation andassembly of legal documents.12. Must possess excellent organizational skills and the ability to coordinate severalschedules and/or projects with accuracy and efficiency.13. Must possess the ability to delegate and supervise work of a small staff of clericalworkers.

All applicants are required to submit a County Application for Employment in order to be consideredfor this position.

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