Admin Assistant II - Part Time

POSITION DESCRIPTION COUNTY OF STEUBEN, INDIANA

POSITION: Part Time Admin Asst II

DEPARTMENT: Prosecutor's Office

WORK SCHEDULE: As Assigned

JOB CATEGORY: COMOT (Clerical, Office Machine Operation, Technician)

STATUS: Part-Time

FLSA STATUS: Non-exempt

To perform this position successfully, an individual must be able to perform each essential function of the position satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. Steuben County provides reasonable accommodations to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job unless the accommodation would present an undue hardship.

Incumbent serves as Administrative Assistant II for the Steuben County Prosecuting Attorney and Deputy Prosecuting Attorneys and is responsible for providing secretarial support to department personnel.

DUTIES:

Prepares new case files, including preparing charging information, probable cause affidavits and various court documents, requesting defendant background information, prior conviction documents, obtaining signatures, making copies and filing with the court.

Answers telephone and greet office visitors, providing information and assistance, taking messages, and scheduling appointments, meetings and deposition dates, and/or transferring/directing to appropriate individual or Department.

Manages the Pretrial Diversion and Deferral Programs including screening tickets for qualification, sending agreements by mail, paying fees to the clerk, filing agreements with the court, and dismissing the case upon completion.

Assists law enforcement personnel in locating case status and dispositions as requested.

Delivers outgoing mail to postal drop-off site and receives incoming mail from Prosecutor’s postal mailbox. Checks all interdepartmental mailboxes on a daily basis.

Attends training seminars as required. Performs related duties as assigned.

I. JOB REQUIREMENTS AND DIFFICULTY OF WORK:

Associate Degree in Business, Paralegal, Criminal Justice or related field, or equivalent combination of education and experience.

Ability to meet all hiring and retention requirements, including must not have any prior felony arrest/convictions, and must be willing to submit to a background check.

Working knowledge of and ability to make practical application of department policies and procedures, county court system and related legal terminology and requirements.

Working knowledge of standard office policies and ability to apply such knowledge to a variety of interrelated processes, tasks, and operations.

Working knowledge of standard English grammar, spelling and punctuation, and ability to prepare documents as assigned.

Knowledge of the correct language of the criminal statutes in order to prepare charging information properly; and further, needs to know what details of a crime constitute probable cause and should be included in affidavits. The use of a specialized software program designed for use by Prosecuting Attorneys, and require a working knowledge of this program as well as basic keyboarding and basic data entry.

Ability to type with speed and accuracy, and to properly operate standard office equipment, including computer, printer/scanner, telephone, fax, and copier.

Ability to provide public access to or maintain confidentiality of Department information and records according to State requirements.

Shall comply with all employer and Department policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.

Ability to understand, memorize, retain, and carry out written or oral instructions and present findings in oral or written form.

Ability to understand and follow oral and written instructions and work alone and with others in a team environment with minimum supervision.

Ability to work on several tasks at the same time, often under time pressure, and to complete assignments effectively amidst frequent distractions and interruptions.

Ability to effectively communicate orally and in writing with co-workers, other County personnel, law enforcement and court personnel, and the public, including being sensitive to professional ethics, gender, cultural diversities, and disabilities.

Ability to occasionally work extended hours.

II. RESPONSIBILITY:

Incumbent performs a variety of standard and recurring duties according to department policies and procedures and legal requirements, with priorities determined by court filing deadlines and service needs of the public. Incumbent's work is periodically reviewed in progress for compliance with legal requirements and department policy. Errors in work are usually prevented through legally defined procedures and are detected through supervisory review. Undetected errors may result in loss of time for correction.

III. PERSONAL WORK RELATIONSHIPS:

Incumbent maintains frequent contact with co-workers, other County personnel, law enforcement and court personnel, and the public for the purpose of exchanging and explaining information.

Incumbent reports directly to the Office Manager.

IV. PHYSICAL EFFORT AND WORK ENVIRONMENT:

Incumbent performs duties in a standard office environment involving lifting/carrying objects weighing up to 50 pounds, bending, reaching, handling/grasping, keyboarding, speaking clearly, and hearing sounds/communications. Incumbent may be exposed to potentially violent/irate individuals.

Incumbent is occasionally required to work extended hours.