Executive Assistant to District Attorney

Klamath County; Klamath Falls (OR); On-site; USD 60,000 - 78,000; Full time

Job summary

Klamath County in Oregon is seeking an Executive Assistant to the District Attorney to provide high-level administrative and legal support. The role includes preparing complex legal documents, managing accounts payable and payroll, and maintaining the District Attorney's calendar and court dockets.

The successful candidate will have a High School Diploma or GED with at least five years of progressively responsible experience in executive support or paraprofessional legal duties, and a valid

Qualifications

• High School Diploma or GED with 5 years of progressively responsible experience in executive support or paraprofessional legal duties.
• Proven hands-on experience in legal document preparation, court calendar management, accounts payable, and payroll processing.
• Oregon Driver's License is required.

Responsibilities

• Performs duties at the direction of the District Attorney, including preparing complex legal documents and managing court calendars.
• Manages accounts payable entry and payroll processing; supports budget with Tyler software modules.
• Assists in scheduling and coordinating the District Attorney's calendar and appointments with victims, witnesses, and attorneys.
• Communicates with law enforcement, courts, and community partners to obtain reports and status updates.
• Updates court dockets and cross-references court calendars to ensure accurate scheduling for criminal proceedings.
• Demonstrates teamwork and maintains a professional environment for District Attorney staff.

Skills

Legal document preparation

Calendar management

Accounts payable

Payroll processing

Budget coordination

Education

High School Diploma or GED

Oregon Driver's License

Tools

Tyler

PbK

Job description

Department: Klamath County District Attorney's Office

Position: Executive Assistant to District Attorney

Salary: $5,367.66 - $6,987.88 per month

General Position Summary

Under direction, to perform a wide variety of paraprofessional legal duties related to preparing for and supporting legal proceedings; to perform legal research and prepare, review and verify legal documents; to organize and manage a variety of legal materials; and to do other work as required. Executive Assistant to District Attorney. Will be responsible for accounts payable entry and payroll processing.

Essential Functions

The following may not be all inclusive and other duties may be assigned.

Perform duties at the direction of the District Attorney. Those duties include:

• Prepares complex and voluminous legal documents requiring specialized knowledge of legal format and terminology.
• Responsible for accounts payable entry and payroll processing. Will work with Chief Administrator on all aspects of the budget. This includes all required Tyler training and office implementation of Tyler modules.
• Assist in managing the District Attorney's calendar, advising of all upcoming appointments and commitments.
• Communicate and schedule appointments with victims, witnesses, officers and other attorneys for the District Attorney.
• Prepare and ensure subpoenas are served on out of county, non-victim-witnesses.
• Communicate with law enforcement agencies, CARES and other community partners to request the status, and get copies of reports.
• Communicate with law enforcement agencies, the courts and community partners on behalf of the District Attorney regarding current and upcoming issues.
• Communicate with, and assist with tasks assigned to staff members, at the direction of the District Attorney.
• Receive and respond to correspondence for the District Attorney as directed.
• Assist in all aspects regarding the conducting and preparation of trial for the District Attorney.
• Responsible for updating all court dockets and cross- referencing court calendars with PbK. Maintains and updates daily court calendars for criminal court proceedings to ensure Deputy District Attorneys receive court dockets for the following day's court proceedings.
• Responsible for monitoring the court events imported in PbK to ensure court cases are scheduled with the appropriate hearings and dates.
• Responsible for demonstrating the conduct and behavior of a team player by helping create a professional and rewarding work environment for all District Attorney Employees.

As Needed/Relief Duties

• As needed: Monitoring all DA Diversions, Klamath Works Diversions, BUII Diversions, and Domestic Violence CDCs filed, which include monitoring defendant's conditions of diversion (i.e. completes treatment, public service work or specified condition in diversion). Files appropriate motions and orders for diversion cases.
• As needed: Attend Behavioral Intervention Court (BIC). Maintains and updates roster of participants with treatment notes and future dates weekly - sends to BIC treatment team. Prepares motions, orders, warrants, and other legal documents for BIC and files with the court. Attends weekly BIC staffing and court appearances. Adds notes in PbK for each case during court. Works closely with District Attorney, treatment staff, and court team to ensure a successful program that seeks to lower recidivism of offenders with a qualifying mental health diagnosis.
• As needed: Attend Drug Court. Prepares motions, orders, warrants, and other legal documents for Drug Court and files with the court. Attends weekly Drug Court staffing and court appearances. Adds notes in PbK for each case during court. Provides computer and technical assistance to District Attorney during court.
• As needed: Attend back up for probation matters by monitoring all probation violation cases by preparing probation violation motions, orders, warrants, charging instruments and various legal documents and files with the court. Works closely with Deputy District Attorneys, probation officers and courts to ensure offender court appearances.
• As needed: Attend back up for Intake by retrieving police reports and entering into D.A. Case management system; prepares and inputs data for charging. Ensure we meet court schedules while working under tight deadlines.

Supervisory Responsibilities

This position has no supervisory responsibilities.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education, Certification, & Experience

High School Diploma or GED equivalent, supplemented by 5 years of progressively responsible experience in executive support or paraprofessional legal duties. Must have proven hands-on experience in legal document preparation, court calendar management, accounts payable entry, and payroll processing. An equivalent combination of relevant work experience, specialized training, and demonstrated competence may be substituted.

Oregon Driver's License

Knowledge, Skills & Abilities

Language Skills

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Computer Skills

Strong computer skills, including proficiency in legal case management software, database navigation, and core administrative applications are essential for maintaining accuracy and efficiency in a high-volume office.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stand; walk; climb or balance and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds.

Working Conditions

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Work Schedule

The normal work schedule is 8.00 hours per day 5 days per week; exact schedules are assigned by management. This position is non-exempt in accordance with the Fair Labor Standards Act. It is the attendance standard of the employer that all employees be present and on time each shift they are scheduled to work. Full or partial absence during any scheduled shift, arriving late, or leaving early, for whatever reason, may result in disciplinary action up to and including termination of employment. Time off may be approved if allowed by applicable policies covering illness, injury, or other personal emergency.