Administrative Assistant Misdemeanor Liaison

Department: Public Defender's Officer FLSA Status: Non-exempt

Classification/Level: Office Support, PG-2 Date: 04/2023

Under the direction of the Executive Director, the Misdemeanor Liaison/Administrative Assistant is responsible for directing courtroom logistics for every client's court date, assists attorneys within the courtroom, and uses their technical skills to use digital programs to log and coordinate every client's case as it undergoes the pre-trial process. In addition, the Misdemeanor Liaison/Administrative Assistant directs and is responsible for our full Public Defender staff, when needed, which can include clerical and investigative duties. This position is covered under the Circuit Court Employee Handbook.

ESSENTIAL FUNCTIONS:

• Inputs all information required into the Informer program. Differentiates types of cases and analyzes chronological case summaries
• Checks clients in at 7:30 a.m., prepares no-contact orders and distributes paperwork required as condition of client's plea agreement.
• Pulls files for attorneys and prosecutors while court is in session for cases to be called.
• Obtains access through PDIS, and E-file appearances to the correct attorneys before a given court date.
• Analyzes and tracks attorney caseload using Excel, equally assigning defendants to attorneys.
• Creates list from the court calendar of who will be in court the next day. Identifies custody of each person. Checks out files to attorney through Informer. Obtains Discovery and proposed pleas from the Prosecutor.
• Drops off and picks up files from attorney offices; signs off and picks up discovery from the Prosecutor's Office.
• Creates labels for new files and locates returning files. Closes all disposed files.
• Looks up defendants and records correct information to record in Informer.
• Assists clients that come into the office. Answers and questions asked and directs them accordingly.
• Notifies investigators when appointments arrive for their initial interviews.
• Answers telephones, answers questions or directs call to appropriate person.
• All other duties as assigned, including overtime as required.

REQUIREMENTS:

• High School Diploma or GED and more than one year experience in the criminal justice system
• Paralegal training preferred
• Strong verbal and written communication skills, with the ability to effectively communicate with professional co-workers, interns, personnel from other government or non-government agencies, attorneys, clients and members of the general public in a courteous and tactful manner
• Ability to maintain strict confidentiality of all department records and information
• Strong computer skills, including experience with Microsoft Office (Word and Excel), Informer and Spillman
• Strong organizational skills and the ability to multi-task
• Ability to use office equipment, such as multi-line telephone, computer, fax, copier and scanner

DIFFICULTY OF WORK:

The Misdemeanor Liaison/Administrative Assistant performs work that consists of practical knowledge of practices, rules and regulations developed through on-the-job training and extended experience when assigning caseloads, which involves analyzing and tracking attorney caseloads using Excel and assigning equally defendants to attorneys.

RESPONSIBILITY:

The Misdemeanor Liaison/ Administrative Assistant is required to apply standardized or generally accepted methods to deal with individual situations when preparing for court by creating lists from the court calendar of who will be in court for the next day; identifying custody of each person; checking out files to attorneys using Informer; and obtaining discovery and proposed pleas from the prosecutor.

PERSONAL WORK RELATIONSHIPS:

The Misdemeanor Liaison/Administrative Assistant maintains frequent contact with other county employees, interns, personnel from other government or non-government agencies, attorneys, and members of the general public.

WORKING CONDITIONS:

The Misdemeanor Liaison /Administrative Assistant works in an office setting with frequent sitting and the ability to move about freely. Some lifting of up to twenty pound, bending, pushing /pulling, reaching overhead, kneeling, and detailed inspection is required. Very frequent typing, attention to detail and monitoring of equipment exists, and frequent proofreading is required. It is an environment where some noise is to be expected.

SUPERVISION:

None

LICENSING:

None

IMMEDIATE SUPERVISOR:

Executive Director

HOURS:

8:00 AM to 4:30 PM; 37.5 hours/week; overtime as required

Please complete the application accurately and thoroughly. A resume is optional. Remember to save and submit your application. If applying for multiple positions, submit a separate application for each one. Youll receive an email confirmation once your application is received. Due to the high volume of applications, further communication will only occur if youre selected for an interview.

We are an Equal Opportunity Employer (EEO). Accordingly, all qualified applicants will receive consideration for employment without regard to race, color, religion, creed, gender, age, disability or medical condition, national origin, and veteran status, and all other categories protected by federal, state, and local anti-discrimination laws. Reasonable accommodations for persons with a known disabling condition will be considered in accordance with State and Federal Law.