POSITION:                 ADMINISTRATIVE ASSISTANT II

                                    Full-Time, 80 hrs/pay
 
DEPARTMENT:         District Attorney       
                                    Franklin, PA
 
PAY GRADE:             NON-EXEMPT HOURLY FIVE
                                    $14.2389/hr
 
 
OVERALL OBJECTIVE OF JOB
To perform specialized secretarial and administrative functions in a timely manner to assure efficient operation of the department; and to act as working supervisor of secretarial staff, delegating work assignments, conducting on the job training and reviewing the work product of the secretarial unit.
 
ESSENTIAL FUNCTIONS OF JOB
1.   Assist District Attorney, Assistant District Attorneys, and Victim Witness Providers in a variety of specialized administrative and secretarial projects and duties.
2.   Act as working supervisor of departmental secretarial staff; assign and review work 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 selection of the new staff member.
5.   Establish and maintain criminal case files, perform necessary docketing in each case.
6.   Maintain and update the case tracking systems- noting the progress of each case through the stages of the legal process.
7.   On your own initiative responsible for court preparation including the preparation of necessary documents in a timely and efficient manner for the following hearings: Extradition, Fugitive from Justice, Bail Revocation, Probation/Parole Revocation, Bench Warrant, Habeas Corpus, PCRA and Central Court.
8.   Responsible for reviewing ARD applications for accuracy, completing the criminal history check on each applicant, and the gathering of all documents necessary for 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 dates etc. for each of the four attorneys and two victim /witness providers on staff; cancel, continue or reassign cases when appropriate and necessitated by conflicts in the schedule.
11. Type reports, letters, memos, briefs, subpoenas, motions and other documents as needed.
12. Compose letters, memos and other correspondence as required.
13. Operate computer; data entry, and provide input and make adjustments to programs 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 the
appropriate 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 in
      arraignment court preparations.
21. Assist secretarial staff in the scheduling of court hearings in PFA and Summary Appeal 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 other office 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 JOB
1.         Attends meetings, training, and seminars as required.
2.         Requisitions supplies for office as required.
3.         Opens mail and distributes within department as necessary.
4.         Assists other staff with work duties as needed.
5.         Performs other job-related duties as required.
 
 
SUPERVISION EXERCISED
Responsible for direct supervision of the secretarial staff.
 
SUPERVISION RECEIVED
Receives occasional instruction and limited supervision from attorneys or supervisor in regard to daily work duties.
 
WORKING CONDITIONS
1.         Works with average indoor exposure to noise and stress, but subject to frequent disruptions.
2.         Normal exposure to indoor dust/dirt.
 
PHYSICAL/MENTAL CONDITIONS
1.         Must possess hearing, seeing, speaking and reasoning senses necessary to carry 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 as necessary to carry out essential job duties.
3.         Dexterity requirements range from simple to coordinated movements of fingers/hands; to simple movements of feet/legs/torso as necessary to carry out job duties.
4.         Light work, with occasional lifting/carrying of objects with weights of 20 to 30 pounds.
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.
 
 
 
 
QUALIFICATIONS
A.         EDUCATION/TRAINING
High school diploma or equivalent, plus clerical and computer training is a must. Associate Degree in business, Paralegal, or legal secretary preferred.
 
B.         WORK EXPERIENCE
3-5 years working experience in law office, government, or administrative environment, or acceptable combination of training, education, and/or experience.
 
C.        CLEARANCE
Must not appear on Preclusion Lists as defined by “Pennsylvania’s Medical Assistance Bulletin 99-11-05 Provider Screening of Employees and Contractors for Exclusion from Participating in Federal Healthcare Programs.”
 
D.        Must successfully complete pre-employment drug screening.
 
 
KNOWLEDGE, SKILLS AND ABILITIES REQUIRED
1.    Must be able to speak and understand the English language and to follow oral and written instructions.

2. Must possess effective oral and written communication skills.

3.    Must possess ability to function independently, have flexibility and personal integrity and the ability to work effectively with clients, judicial authorities, co-workers and others.
4.    Must possess the ability to maintain confidentiality in regard to client information and 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 court systems a plus.
8.    Must possess the ability to take and transcribe legal dictation and type from drafts 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 and assembly of legal documents.
12.  Must possess excellent organizational skills and the ability to coordinate several schedules and/or projects with accuracy and efficiency.
13.  Must possess the ability to delegate and supervise work of a small staff of clerical workers.
 
HOW TO APPLY
Applications are available:

• Online by visiting: https://www.co.venango.pa.us/288/Job-Application-Process
• In-Person by visiting the Venango County Human Resource Office on the 3^rd floor of the Courthouse Annex building located at 1174 Elk Street, Franklin, PA  16323
• By fax or e-mail.  You must contact the Venango County Human Resource Office by calling (814) 432-9556 or (814) 432-9549 to share your e-mail or fax number.

 
WE ARE AN EQUAL OPPORTUNITY EMPLOYER // VENANGO COUNTY IS A DRUG FREE WORK PLACE
 
APPLICANTS WHO REQUIRE SPECIAL ACCOMMODATIONS DUE TO A DISABILITY SHOULD CONTACT 432-9552 FOR ASSISTANCE.