Position Summary and Job Duties
Administrative Assistants shall display great customer service as they are the first point of contact with the public, Law Enforcement Agencies and other departments by phone and in person.
This position is responsible for the following duties that include, but are not limited to:
Receive, scan and process referrals, reports, incoming mail, etc.
Present various documents to the District Attorney for assignment
Jail Court
Issue and track Subpoenas
Data entry
This position also provides backup for the other District Attorney Administrative Assistants as needed.
30% - General customer service duties that include assisting the public by phone and in person; looking up defendants in Protect and on CCAP in order to accurately answer questions and provide information in accordance with office procedures; transferring calls to the appropriate specialist, prosecutor or department; transcribe dictation from the office Investigator.
30% - Receive incoming referrals, reports, non-criminal traffic and ordinance citations, various documents, faxes and mail from law enforcement agencies, defense attorneys, other departments and the post office, and then sort, scan, label, process and distribute as required; receive jail court list from the Rock County Sheriff's Office and enter information onto a spreadsheet that will be sent out to multiple parties by email; general data entry of ATNs, risk assessments and various documents into the PROTECT case management system; and prepare and maintain weekly intake traffic.
30% - Issue, track and cancel subpoenas as needed for evidentiary proceedings as required; reserve professionals for upcoming evidentiary proceedings; communicate the availability of professionals and witnesses with prosecutors; and update PROTECT case management system with subpoena status changes; and prepare weekly subpoena statuses and jury trial reports.
5%- Coverage for other Administrative Assistants as needed
5%- Other duties as assigned
Success Factors (KSA's)
Knowledge of modern office methods and practices
Knowledge of departmental programs, operation and policy
Knowledge of Microsoft Office Products, focusing on Word, Excel and Outlook
Knowledge of the PROTECT case management system and other software as needed
Ability to type neatly and correctly from plain copy, corrected manuscripts, rough draft, dictation and tabular material at a rate of fifty net words per minute
Ability to perform varied and difficult clerical tasks accurately and with attention to detail
Ability to establish and maintain professional, effective public and working relationships
Ability to maintain accurate and complete records and prepare clear and detailed spreadsheets and reports
Ability to prioritize and manage deadlines
Ability to work as a team
Ability to operate a variety of office machines
Job Requirements, Education, Training & Experience
Graduation from high school, including or supplemented by a course in typing, and related commercial courses.
Three (3) or more years of responsible office work experience.
Experience in a legal office or criminal justice related office preferred.
Essential Job Functions (physical elements, equipment and working conditions)
Physical elements:
Ability to stand, walk and sit
Ability to exert up to 20 lbs of force occasionally or up to 10 lbs of force frequently
Equipment use:
Ability to use multi-line telephone, computer, computer keyboard, copier, fax machine, scanner, printer, calculator and digital dictation equipment
Working conditions:
Working in an indoor setting.
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