Office Specialist (DA Office)

Outagamie County Core Values

Invested in Serving

Better Together

Create Progress

Support Through Compassion

Position Purpose

Key Responsibilities

The following duties are most critical for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

• Functions as initial department contact; acts as front desk receptionist; answering multi-line telephone; taking messages; greeting, directing, and assisting the public; and making referrals to specific prosecutors and/or community resources when appropriate, screens non-criminal legal matters for referral to appropriate state or local agencies.
• Receives criminal, traffic, and juvenile referrals from police, county, and state agencies. Enters appropriate data into PROTECT case management system, and assists with assigning cases to prosecutors as directed.
• Opens, date stamps, sorts, and distributes incoming mail; prepares, categorizes, and distributes outgoing mail.
• Verifies daily calendar, makes covering changes, and distributes court calendar daily.
• Assists Investigators within the District Attorney's office with subpoena management, jury pools, and other tasks as directed.
• Assists Evidence Coordinator manage, Produce, Distribute and Maintain Electronic Discovery from law enforcement for all cases; examine electronic evidence; solve technology issues; and consult with evidence technicians from Law Enforcement agencies.
• Requests and processes 911 calls and transcriptions needed from outside sources.
• Prepares and composes correspondence, edits materials, and types documentation, such as criminal complaints and summons, from hand written material and machine transcription.
• Maintain and retrieve storage files. Purge Juvenile files according to State Statute.
• Distribute supplemental reports from law enforcement to prosecutors and support staff.
• Assist in the inputting of ATN information for Criminal History accuracy.
• Create templates for office use.
• Prepare Pre-Trial Spreadsheet for Court Hearings.
• Attends in-service training, seminars, workshops, and meetings as required.
• Work closely with all law enforcement agencies.
• Provide needed back-up to other staff members during periods of absence and during peak workloads as directed.
• Work with Office Manager to oversee daily activities of interns and volunteers.
• Actively participate in any assigned committees or project groups.
• Maintains regular and predictable attendance, works overtime/extra hours as required.
• Performs other duties as assigned.

Education/Certifications/Experience Requirements

• Graduate from high school or G.E.D. with clerical and office training.
• At least three years of increasingly responsible secretarial experience including one year in the legal field with clerical and office training.
• Legal Assistant degree and criminal law experience preferred.
• Or any combination of education and experience that provides equivalent knowledge, skills, and abilities.

Required or Preferred Skills

• Knowledge of and demonstrated ability to conform to goals, policies, and procedures of the Department as well as the Outagamie County Work Rules and Terms of Employment.

• Listen and respond constructively to other teams members. Treat co-workers, administrative personnel and the public with respect and professionalism.

• Promptly notify manager about any problems that affect the ability to accomplish planned goals/work assigned.

• Knowledge of, and ability to use, modern office practices, procedures, and equipment such as a calculator, typewriter, computer photocopier, scanner, Fax machine, telephone, etc.

• Knowledge of and demonstrated skill in performing general clerical duties.
• Knowledge of and skill in using business English, grammar, and spelling.
• Working knowledge of the criminal justice system.
• Knowledge of pertinent laws, statutes, regulations, and legal terminology.
• Ability to work independently, make sound decisions, use good judgment to ensure that work is prioritized so that it is effectively carried out in the time frame allotted, and ensuring effective use of all resources.
• Ability to manage large caseloads in a fast-paced environment.
• Ability to maintain accurate and complete records, and prepare clear and comprehensive reports.
• Knowledge of and ability to use computer software and applications utilized by the department.
• Ability to maintain composure and effectively use tact and diplomacy with co-workers, general public, government agencies, etc.
• Ability to maintain a high level of discretion and confidentiality, and to respect the confidentiality of the information or concerns shared by others.
• Ability to effectively communicate in English, verbally and in writing.
• Ability to understand and follow written and oral instructions.
• Ability to add, subtract, multiply, divide, and figure mathematical calculations.
• Ability to lift, carry, push, pull; or otherwise move objects up to 25 pounds, understand and utilizing proper body mechanics.

Outagamie County offers Benefit options and paid time off for team members that work 20+ or more hours per week. Learn more today by visiting: https://www.outagamie.org/government/departments-f-m/human-resources/employee-benefits-information

Outagamie County Diversity Statement:

Outagamie County is committed to developing, nurturing, and sustaining an equitable community and workforce where all individuals can thrive. We pledge to amplify the voices of under-represented communities or those who were historically excluded, by removing barriers that result from racial, social injustice and inequities. We strive to ensure that equity, diversity, inclusion are embedded at all levels of Outagamie County programs and departments through acknowledging, analyzing, and addressing the root causes of inequities. We will create and advance equitable polices, practices and procedures, including, but not limited to County services, recruitment and retention, policies and practices, budgeting and procurement. We commit to being transparent and will continually evaluate and update our values when identified goals and objectives are not being achieved or sustained. Outagamie County will strive to create an inclusive environment where every community member feels like he/she/they belong.

OUTAGAMIE COUNTY IS AN EQUAL-OPPORTUNITY EMPLOYER. IN COMPLIANCE WITH THE AMERICANS WITH DISABILITIES ACT, THE COUNTY WILL PROVIDE REASONABLE ACCOMMODATIONS TO QUALIFIED INDIVIDUALS WITH DISABILITIES AND ENCOURAGES BOTH PROSPECTIVE EMPLOYEES AND INCUMBENTS TO DISCUSS POTENTIAL ACCOMMODATIONS WITH THE EMPLOYER.