Adams County, WA Hiring for Administrative Assistant & Victim Witness Job at Ritzville, WA Full Time

ADAMS COUNTY, WA

SUMMARY JOB DESCRIPTION

Position: Victim Witness Coordinator/Administrative Assistant Position Number: 1009
Office: Prosecutor’s Office Classification: EE1
Annual Hours: 2088 Grant Funded

MAJOR FUNCTION AND PURPOSE

In addition to administering the Victim Witness Unit in Adams County, persons in this position perform specialized and complex secretarial and legal tasks associated with all aspects of the Prosecutor’s Office.

Persons in this position are given significant discretion, within the scope of office policy and regulations, in the routine performance of their duties. Supervision and guidance are received from the Prosecutor and Chief Deputy Prosecutor.

Persons in this position supervise support staff in both the Ritzville Office and Othello Office.

SPECIFIC DUTIES AND RESPONSIBILITIES

Victim Witness Unit Duties and Responsibilities

Develop and coordinate the Adams County Victim/Witness Unit including the administrative, outreach, and financial functions.

Schedule and participate in interviews with victims and witnesses to criminal cases; track all interactions with victims and witnesses through Washington State InfoNet; provide education and training about program services to staff; and secure restitution payments to victims.

Advocate on behalf of crime victims to protect their rights and act as a liaison between crime victims/witnesses and prosecutors to coordinate criminal cases for hearings and/ or trial. Maintain cooperative relationships with the public, other agencies, law enforcement personnel, community- based advocates, and the courts.

Manage all grant programs, including State Child Support and Services, Training, Officers,

Prosecutor (STOP) grant funds; prepare required monthly, quarterly, yearly reports and applications; assist other law enforcement agencies in obtaining STOP grant funds; attend quarterly meetings to maintain grants; and actively seek new grant monies.

Administrative Assistant Duties and Responsibilities

Assist in the development and administration of office policies and procedures: write policy, procedure, and instructional training manuals for employee reference; oversee employee performance to ensure compliance with policies and procedures; enforce County and office policy by initiating corrective action for minor violations; and apprise Prosecutor of policy violations that require disciplinary action.

Ensure adequate office staffing and facilitate hiring process: fill in for legal assistants during absences or vacancies; manage advertisements for all position openings; and assist Prosecutor in interviewing of prospective employees, determining applicant qualifications, and assessing suitability for employment with the Prosecutor’s Office.

Train personnel on Spillman, JIS, Odyssey, Omnixx, and all policies and procedures of the

Prosecutor’s Office, with emphasis on accuracy, attention to detail, and quality customer service.
Conduct in-house training on the effects of new legislation / policies that impact court operations and office procedures.

Ensure daily tasks performed by support staff, including processing of legal documents, criminal/civil settings, and issuance of warrants, are completed effectively and in a timely manner.
Monitor personnel usage of Spillman, JIS, and Omnixx to ensure program utilization adheres to Washington State Patrol and Federal Bureau of Investigation requirements.

Promote successful office operation by coordinating workloads, case management, and calendar parameters; approving leave requests submitted by support staff; ensuring timely Public Records
Act responses; ordering supplies; and resolving conflicts between employees and co-workers, the public, and other agencies to maintain harmony.

Assist Prosecutor in responding to civil issues that involve a County interest by reviewing and preparing essential legal documents and civil files.

Maintain schedule of Prosecutor through active communication with various groups of people.

Administer financial functions of office: draft annual budget and capital expenditure proposals; apprise Prosecutor of current spending in comparison to annual budget; prepare bi-monthly payroll for entire office; oversee all office expenditures; and prepare vouchers for all incoming invoices.

Prepare necessary legal documents that relate to restitution, felonies, and civil matters.

Cultivate professional relationships, both within the County and with all other Counties in the

State, to enhance performance of Prosecutor’s duties, to foster understanding of Prosecutor’s legal responsibilities, and to promote superior public relations.

Other duties as directed by the Prosecutor and/or Chief Deputy Prosecutor.

REQUIRED KNOWLEDGE AND ABILITIES

Ability to perform specialized legal support duties with sufficient knowledge of legal terminology and laws.

Must be able to utilize communications equipment necessary to perform required duties.

Ability to use a computer terminal, calculator, and other office equipment standard to areas of assignment and to adapt to new and/or modified equipment which may be acquired.

Capacity to prepare court documents, reports, and correspondence that are precise, complete, and succinct.

Ability to maintain confidentiality of sensitive information; implement and maintain sound organizational practices; and communicate effectively with others, both orally and in writing.

Must be independent, self-motivated, and able to prioritize workflow without constant supervision in order to meet deadlines while simultaneously completing other tasks.

MINIMUM QUALIFICATIONS

High school diploma or GED equivalent.

Ability to successfully complete various required training classes necessary for functional skills performance, maintenance, and improvement.

Ability to communicate effectively both orally and in writing.

Valid Washington State Driver’s License.

DESIRABLE QUALIFICATIONS AND ABILITIES

Previous work experience with public outreach, in a legal office environment or criminal justice related field, such as law enforcement, probation, or investigation.

Familiarity with software, instruments, office equipment, and techniques commonly used in the performance of related tasks.

Ability to quickly grasp new techniques, remain calm in stressful situations, and relate to various personality styles in a calm and professional manner.

WORK ENVIRONMENT

Work is normally performed in an office environment, may involve routine travel, and requires the ability to read, write, hear, and orally respond to questions and concerns.

Incumbent must, with or without accommodation, occasionally lift and/or move up to twenty-five (25) pounds, operate office equipment, and frequently sit, stoop, crouch, crawl, kneel, stand, walk, reach with hands and arms, and use hand/finger dexterity to handle objects. Vision must be, with or without glasses, sufficient to read small print.1

This job description does not constitute an employment agreement between the employer and employee and is subject to change and/or oral modification as the needs of the employer and requirements of the job change based upon office need.

Job Type: Full-time

Pay: $4,366.00 – $5,572.00 per month

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• Day shift
• Monday to Friday

Ability to commute/relocate:

• Ritzville, WA 99169: Reliably commute or planning to relocate before starting work (Preferred)

Experience:

• Customer service: 1 year (Preferred)

Work Location: One location