Administrative Assistant II County of Venango (PA) Start Your Career Here

Be Here; Franklin (Venango County); On-site; USD 10,000 - 60,000; Full time

Job summary

A county office seeks an Administrative Assistant II to provide specialized support to the District Attorney's office. This full-time role involves managing secretarial staff, maintaining case files, and enforcing departmental efficiency. Candidates should have relevant experience and demonstrate strong organizational and communication skills.

Qualifications

• 3-5 years working experience in law office, government, or administrative environment.
• Effective oral and written communication skills.
• Ability to follow oral and written instructions.

Responsibilities

• Assist District Attorney and staff with administrative secretarial tasks.
• Maintain and update case files and tracking systems.
• Supervise and train secretarial staff.

Skills

Communication

Organizational Skills

Confidentiality

Education

High school diploma or equivalent

Associate Degree in business, Paralegal, or legal secretary preferred

Job description

POSITION: Administrative Assistant II
Office of the Venango County District Attorney
Full-Time, 80 hours/pay

DEPARTMENT: Office of the Venango County District Attorney

Venango County Courthouse

PAY GRADE: NON-EXEMPT HOURLY FIVE

$14.74-$22.21 hourly

OVERALL OBJECTIVE OF JOB

To perform specialized secretarial and administrative functions in a timely manner to assure efficient operation of the department; and to act as working supervisor of secretarial staff, delegating work assignments, conducting on the job training and reviewing the work product of the secretarial unit.

ESSENTIAL FUNCTIONS OF JOB

1. Assist District Attorney, Assistant District Attorneys, and Victim Witness Providers in a variety of specialized administrative and secretarial projects and duties.

2. Act as working supervisor of departmental secretarial staff; assign and review work of said staff, and assist in solving problems within the secretarial unit.

3. Orient and train new secretarial employees.

4. Assist in the interviews of prospective secretarial staff, participate in the selection of the new staff member.

5. Establish and maintain criminal case files, perform necessary docketing in each case.

6. Maintain and update the case tracking systems- noting the progress of each case through the stages of the legal process.

7. On your own initiative responsible for court preparation including the preparation of necessary documents in a timely and efficient manner for the following hearings: Extradition, Fugitive from Justice, Bail Revocation, Probation/Parole Revocation, Bench Warrant, Habeas Corpus, PCRA and Central Court.

8. Responsible for reviewing ARD applications for accuracy, completing the criminal history check on each applicant, and the gathering of all documents necessary for review of the application by the D.A.

9. Assign cases to attorneys as required.

10. Maintain a schedule of court hearings, meetings, and legal document filing dates etc. for each of the four attorneys and two victim /witness providers on staff; cancel, continue or reassign cases when appropriate and necessitated by conflicts in the schedule.

11. Type reports, letters, memos, briefs, subpoenas, motions and other documents as needed.

12. Compose letters, memos and other correspondence as required.

13. Operate computer; data entry, and provide input and make adjustments to programs and data as required.

14. Monitor Office Budget, assist with budget estimates and other fiscal reports, balance accounts and statements as assigned.

15. Process invoices, bills and establish and maintain a filing system for same.

16. Open, screen, and distribute mail.

17. Screen phone calls, answering routine inquires or directing the call to the

appropriate staff member.

18. Answer inquires form the public and others regarding departmental procedures, and make appropriate referrals.

19. Assist in the processing of a variety of legal documents, including docketing, calendaring and filing.

20. Assist secretarial staff in the preparation of the formal charging documents and in

arraignment court preparations.

21. Assist secretarial staff in the scheduling of court hearings in PFA and Summary Appeal Cases and in the preparation of said for court.

22. Must maintain confidentiality.

23. Perform duties of other support staff in their absence.

24. Make photocopies and send receive fax documents as necessary; operates other office equipment as needed, filing as needed.

25. Reviews list of prospective jurors for criminal cases as required.

26. Transcribe audiotapes as necessary.

OTHER DUTIES OF JOB

1. Attends meetings, training, seminars as required.

2. Requisitions supplies for office as required.

3. Opens mail and distributes within department as necessary.

4. Assists other clerical staff with work duties as needed.

5. Performs other job-related duties as required.

SUPERVISION EXERCISED

Responsible for direct supervision of the secretarial staff.

SUPERVISION RECEIVED

Receives occasional instruction and limited supervision from attorneys or supervisor in regard to daily work duties.

WORKING CONDITIONS

1. Works with average indoor exposure to noise and stress, but subject to frequent disruptions.

2. Normal exposure to indoor dust/dirt.

PHYSICAL/MENTAL CONDITIONS

1. Must possess hearing, seeing, speaking and reasoning senses necessary to carry out job duties.

2. Must be able to sit for long periods during the work day, with frequent standing, walking and occasional bending, twisting, stooping, reaching and grasping as necessary to carry out essential job duties.

3. Dexterity requirements range from simple to coordinated movements of fingers/hands; to simple movements of feet/legs/torso as necessary to carry out job duties.

4. Light work, with occasional lifting/carrying of objects with weights of 20-30 pounds.

5. Must be able to cope with the physical and mental stress of the position.

6. Must be able to pay close attention to details and concentrate on work.

QUALIFICATIONS

A. EDUCATION/TRAINING

High school diploma or equivalent, plus clerical and computer training is a must. Associate Degree in business, Paralegal, or legal secretary preferred.

B. WORK EXPERIENCE

3-5 years working experience in law office, government, or administrative environment, or acceptable combination of training, education, and/or experience.

Must not appear on Preclusion Lists as defined by “Pennsylvania’s Medical Assistance Bulletin 99-11-05 Provider Screening of Employees and Contractors for Exclusion from Participating in Federal Healthcare Programs.”
Must successfully complete pre-employment drug screening.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

1. Must be able to speak and understand the English language and to follow oral and written instructions.

2. Must possess effective oral and written communication skills.

3. Must possess ability to function independently, have flexibility and personal integrity and the ability to work effectively with clients, judicial authorities, co-workers and others.

4. Must possess the ability to maintain confidentiality in regard to client information and records.

5. Must possess the technical knowledge of operating personal computers.

6. Knowledge of legal terminology a plus.

7. Knowledge of the operation and procedures of the civil and criminal court systems a plus.

8. Must possess the ability to take and transcribe legal dictation and type from drafts clearly and accurately and within a reasonable speed.

9. Must possess ability to prepare and maintain files and reports.

10. Must possess the ability to compose replies to routine correspondence.

11. Must possess the knowledge and ability to assist in the preparation and assembly of legal documents.

12. Must possess excellent organizational skills and the ability to coordinate several schedules and/or projects with accuracy and efficiency.

13. Must possess the ability to delegate and supervise work of a small staff of clerical workers.

ATTENTION APPLICANTS:

All applicants are required to submit a County Application for Employment in order to be considered for this position.

Veterans claiming veterans’ hiring preference must provide a valid DD214 form that clearly displays an honorable or general discharge and dates of service completed.

All applications and related documents must be received by the deadline in order to be considered. Late applications will not be accepted or considered.

EOE M/F/D/V **THE COUNTY OF VENANGO IS A DRUG-FREE WORKPLACE.**