Job Description

Posting number: 02064

Department: District Attorney

Job classification: Clerk II - District Attorney's Office

Posting type: Open

Categories: Clerical & Data Entry

An employee in this classification, with general supervision from a designated supervisor, performs general office duties including data entry, typing and filing. Work is reviewed periodically for accuracy and conformance with general instructions. Personal contact with the public and the ability to problem solve and give direction is required.

Examples of duties

• Organizes and records data and maintains filing systems using a computer, scanner, camera, etc. in order to maintain records of departmental activities and to ensure security and timely access to office files and records;
• Prepares and responds to e-mails and mail on internal electronic communication systems;
• Answers the phone and inquiries within the scope of assigned responsibilities;
• Enters data accurately and quickly from forms and other sources into computer databases in order to produce a computerized report or record;
• Schedules and manages job activities to include setting priorities and organizing job responsibilities in order to meet deadlines;
• Files documents utilizing systems which require knowledge of the type, purpose, and status of the document in order to determine how to file;
• Provides a variety of secretarial and administrative duties in support of supervisors and Assistant District Attorneys (ADA) using computer, fax, copier, tape recorder, telephone, Internet, appointment calendar, and fax in order to support and assist the activities of supervisors and ADAs;
• Establishes, reorganizes, combines, and purges files and filing systems as necessary to enable items to be found efficiently;
• Reads information from various sources to gain knowledge and perform assigned job tasks;
• Scans records/documents for maintenance;
• Assist general public with questions/ provide information (by phone or walk in);
• Assist courthouse staff (judges, staff, secretaries) with various questions and information (by phone or walk in);
• Assist police officers, troopers, defense attorneys with various questions and information (by phone or walk in);
• Assists in completing work of absent employees;
• Assist ADA’s with various tasks including but not limited to correspondence, criminal case information, individualized scheduling, case location and provide all documents to the attention of Attorney in charge of case relative to incoming documents; and

• Completes any and all other related duties as assigned by the Luzerne County District Attorney.

A Clerk II with RASA Funding Responsibility:

• Check each file within their designated group for victims, send out victim’s introduction packets to each victim, input victim’s information into the District Attorney’s Office computer database, and properly stat the information into the database.
• Contacting Police Officers and Pennsylvania State Police for additional victim’s information if not provided in original reports.
• Make sure any returned restitution paperwork is given to the proper Assistant District Attorney.
• Notify all victims of court hearings either by phone or mail.
• Provide dispositions from court and Judge’s orders to victims.
• Accompany victims to court when necessary.
• Field calls from victims.
• Speak to victim’s that come to the District Attorney’s Office
• Refer victims to other agencies when applicable.
• Guide victims through steps in the SAVIN program.
• Assist victims fill out Victims compensation forms
• Provide Parole release information to victims.

• Provide apology letters to victims when ordered by Judge.

Qualifications

• Thorough knowledge of the criminal justice system;
• Must have the ability to work in a fast paced environment with the ability to multitask;
• Knowledge of office technology: Microsoft Office Products-Word, Excel, PowerPoint, dictation for both microcassettes and CD transcriber machine, copy machine, scanners;
• Ability to gather, organize and analyze information;
• Ability to understand and carry out complex oral and written instructions;
• Ability to express oneself clearly and concisely both orally and in writing;
• Ability to reprioritize work in order to resolve problems;
• Thorough knowledge of standard office procedures and practices such as types, organization, and use of standard office files, logs, forms and legal letter formats;
• Ability to collect and organize material for reports by determining what available information should be included and presenting the information in a prescribed organized format; and

• Ability to make duty oriented decisions on the basis of well-defined standards and procedures

Supplemental information

• Possession of the required knowledge, skills and abilities;
• Graduate of an accredited college or university with a Bachelor of Science degree;

• Graduate of high school or possession of a high school equivalent diploma and possesses three (3) years of full time, paid general office experience in a governmental agency setting or law enforcement setting. Must be willing to undergo a criminal background check.