Administrative assistant - prosecuting attorney

To Apply: Please complete the online application found at www.jeffcomo.org. Resumes are accepted as supplemental information only and will not be used as a substitute for the application, you must complete the application in full.

JOB SUMMARY

Administrative Assistant Provides comprehensive administrative and clerical support of the Prosecuting Attorney’s Office. Performs case processing, document preparation, and data entry within the Karpel Case Management system, or other case management systems used by the Prosecuting Attorney's office. Assists attorneys with case management, prepares legal correspondence, handles public inquiries, and ensures accuracy and confidentiality in all records and filings.

ESSENTIAL JOB FUNCTIONS

• Case File Management: Pull and review files for court dockets; making sure dockets are accurately reflected in Karpel, and case updates for attorney preparation.
• Case Assignment and Data Entry: Enter case information, law enforcement reports, supplements, and lab results into the system; assign cases to attorneys based on case numbers.
• Document Preparation: Draft, format, and proofread correspondence, memorandums, and court documents including motions, body attachments, and orders to show cause.
• Legal Records Management: Scan, label, and maintain digital and hard copy case files.
• Public Interaction: Respond to phone calls and in-person inquiries; assist parties in accessing case information.
• Communication Coordination: Transfer calls to appropriate staff, coordinate with law enforcement, state agencies, and other departments regarding case documentation.
• Administrative Assistance: Support attorneys with scheduling, document organization, and preparation for hearings and conferences.
• Policy Compliance: Ensure compliance with legal and confidentiality standards in handling case and personal information.
• Continuous Improvement: Identify opportunities to improve case documentation and tracking workflows for efficiency and accuracy.

The individual in this role is expected to contribute to the team's efforts by completing other related tasks, as may be assigned.

EDUCATION AND EXPERIENCE

The following are the minimum education and experience required for the position. An equivalent combination of education, training and experience may be considered.

• Education: HS diploma or GED
• Experience: 4-5 years previous relevant work experience is required.
• Special Experience: 1 year criminal law experience preferred.
• Training Requisites: Certifications Licensing May require a valid State Driver’s License

SUCCESS FRAMEWORK

The following list of knowledge, skills, and abilities have been identified by our team as building blocks towards efficiency and effectiveness in this role.

• Knowledge of legal office procedures and case documentation practices
• Skill in data entry and case management using MACSS or similar systems
• Ability to draft, proofread, and format legal correspondence and forms
• Skill in maintaining confidentiality and handling sensitive information
• Proficiency in Microsoft Office and document management software
• Strong organizational and recordkeeping skills
• Ability to communicate effectively with attorneys, staff, and the public
• Attention to detail and accuracy in case entry and documentation
• Skill in managing multiple priorities and meeting deadlines
• Knowledge of court filing and document retention procedures
• Ability to work independently and as part of a team
• Strong interpersonal and customer service skills
• Skill in problem solving and initiative taking
• Commitment to maintaining professional integrity and accuracy

EQUIPMENT AND TOOLS

Commonly associated with the performance of the functions of this job: Computer; dual monitors; scanner; copier; printer, multi-line phone; fax machine; Karpel; Microsoft 365 (Word, Excel, Outlook); secure filing systems for case and court records.

WORK ENVIRONMENT

Office setting within the Prosecuting Attorney’s Office; frequent interaction with the public, attorneys, and court personnel. Work involves detailed document preparation, data entry, and case management requiring accuracy and confidentiality. Occasional standing for filing and scanning, and regular use of computers and phones. May rarely be exposed to uncomfortable temperatures, humidity, noise, chemicals/gases, contagious diseases, airborne particles/pathogens, and/or physical trauma.

PHYSICAL ABILITIES

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Work requires the ability to sit, stand, walk for extended periods of time. Work requires the ability to complete repetitive wrist, hand, and/or fine motor movement. Work requires the ability to grasp, pull, push, and reach. Work requires the ability to talk, hear, listen, and comprehend. Work requires visual acuity of 20 feet or more, visual acuity of 20 inches or less, three dimensional vision, precise hand/eye coordination, the ability to identify and distinguish colors. Must be able to lift up to 50 pounds. Work requires the ability to stoop, kneel, crouch, and/or crawl.

* Jefferson County offers reasonable accommodation in the hiring and employment process for individuals with disabilities. If you need assistance to accommodate a disability, you may request an accommodation at any time. This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Certain job functions described herein may be subject to possible modification in accordance with applicable state and federal laws, and employees may be required to comply with the changes.

To Apply: Please complete the online application found at www.jeffcomo.org. Resumes are accepted as supplemental information only and will not be used as a substitute for the application, you must complete the application in full.