Executive Assistant to District Attorney

About the role

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.

Responsibilities

• Prepare complex and voluminous legal documents requiring specialized knowledge of legal format and terminology
• Perform accounts payable entry and payroll processing
• Work with Chief Administrator on all aspects of the budget, including required Tyler training and office implementation of Tyler modules
• Manage 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 obtain 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
• Update all court dockets and cross-reference court calendars with PbK
• Maintain and update daily court calendars for criminal court proceedings to ensure Deputy District Attorneys receive court dockets for the following day’s court proceedings
• Monitor the court events imported in PbK to ensure court cases are scheduled with the appropriate hearings and dates
• Demonstrate the conduct and behavior of a team player by helping create a professional and rewarding work environment for all District Attorney employees

Relief Duties (as needed)

• Monitor all DA Diversions, Klamath Works Diversions, BUII Diversions, and Domestic Violence CDCs filed, including monitoring defendant’s conditions of diversion (e.g., completion of treatment, public service work or specified conditions). File appropriate motions and orders for diversion cases
• Attend Behavioral Intervention Court (BIC): maintain and update roster of participants with treatment notes and future dates weekly; send to BIC treatment team; prepare motions, orders, warrants, and other legal documents for BIC and file with the court; attend weekly BIC staffing and court appearances; add notes in PbK for each case during court; work 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
• Attend Drug Court: prepare motions, orders, warrants, and other legal documents for Drug Court and file with the court; attend weekly Drug Court staffing and court appearances; add notes in PbK for each case during court; provide computer and technical assistance to District Attorney during court
• Attend back up for probation matters by monitoring all probation violation cases; prepare probation violation motions, orders, warrants, charging instruments and various legal documents and file with the court; work closely with Deputy District Attorneys, probation officers and courts to ensure offender court appearances
• Attend back up for Intake by retrieving police reports and entering into D.A. Case management system; prepare and input data for charging; ensure court schedules are met while working under tight deadlines

Requirements

• High School Diploma or GED equivalent, supplemented by 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 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