Administrative Assistant 37.5 FT

Administrative Assistant To The District Attorney

Starting Compensation: $47,521.50/Annually

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Job Description

Job Summary

• The Administrative Assistant to the District Attorney will be responsible for assisting the District Attorney on a daily basis, human resources management and budgetary matters.
• This position will handle all correspondence and scheduling for the District Attorney.
• This position will also assist the DA in budget data entry.
• This position also includes administering cases subject to diversionary prosecution for non-DUI cases.
• Must be organized and able to process a modest caseload.

Reporting Relationships

• This position reports directly to the District Attorney.
• There are no positions that report to this individual.

Essential Job Functions

*Budget Management and Fiscal Supervision

• Assist in entry of annual budget proposal to Commissioners.
• Manage office fiscal business in coordination with other departments, including but not limited to Controller's Office, Budget Services, and Purchasing.
• Run any requested budgetary reports through Workday and remain current with software requirements for budget preparation.
• Coordinate and manage the origination and approval of check requests, purchase orders, deposits and budget revisions and all other interdepartmental forms, including budget-related transfers, with consultation with DA.
• Monitor expenditures on a daily basis.
• Send invoices and letters for annual DTF contribution, track donations received
• Enter work orders into ARCHIBUS
• Request service on all copiers and obtain quotes and request printing and prepare Purchase Orders for printing
• Responsible for all travel/CLE reimbursement
• Manage annual office applications to various organizations

*Confidential Administrator to the District Attorney

• Handle all scheduling and correspondence for the District Attorney including swearing in paperwork for all newly appointed Assistant District Attorneys and multi-jurisdictional task forces.
• Process all NON-DUI ARD applications. The Administrative Assistant must correspond with defense attorneys involved in ARD cases, coordinate and schedule cases so that the prosecution of these cases moves forward in a timely manner.
• Oversee and manage overall office equipment and supplies
• Maintain specialized files unique to Office of District Attorney (oaths etc.)
• Track CLE deadlines and requirements for all Assistant District Attorneys
• Receive, distribute and respond to all e-mails from the DA website
• Train new employees on operation of PeopleSoft and travel reimbursement

Other Specific Tasks or Duties

• Perform other duties as assigned.
• Filing of Closed Cases, Mail etc.

Minimum Qualifications

• High School Diploma or GED; relevant post high school education and training is desirable
• Minimum of two (2) years clerical experience in an office setting
• Able to use and create documents using Microsoft Word and Excel
• Able to multi-task, organize work and work independently
• Able to maintain confidentiality
• Any equivalent combination of education, experience and training that provides the required knowledge, skills and ability to perform the job.

Knowledge, Skills and Abilities

• Commitment to providing high level of service to District Attorney and listed job requirements.
• Advanced level of understanding of the criminal justice system and high level of organizational skills with ability to multi-task and resolve problems effectively, efficiently and independently. Ability to communicate effectively with other county departments and court personnel.
• Strong interpersonal skills.
• Sharp analytical skills to identify and resolve operational issues and provide advice to the District Attorney. Must be able to work independently.

Required Licenses/Certifications/Clearances

• Will be subjected to security and background checks.

Physical Requirements/Work Environment

• Work is primarily sedentary in nature; no special demands are required.