Office Support Person V - Administrative Support Staff - DA

Administrative Support Staff

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
• Typing
• Transcriptions
• Drafting documents and correspondence
• Filing court documents
• Preparing witness subpoenas
• Maintaining appointment calendars
• Maintaining internal office records
• Processing paperwork
• Collecting files to be handled in court during criminal lists
• 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.
• Maintain calendar, coordinate and schedule meetings.
• 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.
• Record and submit monthly expense reports for attorneys.
• Transcribe recordings.
• Draft, format and file legal documents with supervision of legal staff.
• Assist attorneys with preparing criminal files for court.
• Assist with records management, storage and destruction.
• Other tasks as needed to support the administrative needs of the Office and professional staff.

Qualification Requirements:

• 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:

• 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 noise level in the work environment is usually moderate.