Witness Coordinator

• Provide witness management assistance before, during, and after trials
• Work directly with fact witnesses to ensure their participation in court proceedings, pre-trial conferences, and grand jurys
• Offer support to fact witnesses by helping them prepare for court appearances and legal procedures
• Receive and greet visitors, field phone calls, and respond to inquiries from fact witnesses
• Address questions related to court appearances, pre-trial conferences, grand jury sessions, and expense reimbursement
• Collect necessary information for files and documents needed to arrange witness travel and process reimbursements
• Initiate contact with fact witnesses to notify them of travel arrangements and scheduled appearances
• Provide details on court processes and procedures
• Assess and determine any special circumstances or needs of the fact witness
• Inform AUSA of any special circumstances or needs requiring attention
• Consult with AUSA on matters regarding fact witness appearances and special cases
• Complete and submit documentation for special authorizations
• Secure necessary approvals before finalizing travel arrangements
• Ensure all travel documents are prepared, and the witness is informed of the appearance date and time
• Arrange for witness travel and lodging in accordance with Department of Justice and USAO policies
• Meet with fact witnesses upon their arrival for hearings or pre-trial conferences
• Offer courtroom orientation and accompany witnesses to court
• Ensure a safe waiting area is provided for witnesses and gather necessary documentation for their reimbursement
• Prepare and submit witness reimbursement documentation, including vouchers and other required forms
• Provide updates on the status of pending and completed witness vouchers
• Gather required documentation and reconcile Government Travel Accounts
• Gather and coordinate information with the Court, Probation, Pretrial, U.S. Marshals Service, investigative agencies, etc.
• Complete variable aspects of recurring documents by ensuring adherence to style and format rules
• Compose original letters that require an understanding of legal procedures and terminology related to fact witness laws
• Establish and maintain various fact witness files, documents, and databases
• Assemble documents and materials for fact witness files by following procedures and Department of Justice regulations
• Maintain calendars and databases of active and pending fact witness appearances
• Track hearings, trial dates, grand jury sessions, and scheduling conferences
• Handle other administrative and logistical duties related to fact witness management as required

• Proficient in Microsoft Office software programs (e.g. Word, PowerPoint, Excel, etc.)
• Proficient in office technology (e.g., computers, printers, copiers, fax machines, scanners, etc.)
• Knowledge of legal procedures and specialized terminology related to fact witnesses preferred
• Knowledge of software used by the USAO preferred
• Ability to learn how to use the USAO’s computer systems
• Ability to deliver high quality work under pressure
• Excellent written and oral communication skills
• Strong organizational and multitasking skills

• Experience in a professional office environment and/or legal setting preferred
• Experience with witness coordination preferred

• High school diploma or equivalent required
• Undergraduate degree preferred

• Billings, MT 59101

• N/A

• U.S. citizenship required since this role supports the U.S. federal government

• Department of Justice (DOJ)

• Travel may be required between 3 sites (Great Falls, MT 59401/ Helena, MT 59626/ Billings, MT 59101)

• 40 hours per week
• 8 hours per day

• Employment Classification Eligibility — Nonexempt

• Not eligible for relocation benefits

Powered by JazzHR