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Form of workJob Description
Scope and Background:
Will provide data entry, back-up reception duties, and other office automation/support duties required as an Administrative Services Assistant of the USAO/WDTN. Under the direction of the District Attorney and Chief Clerk, you will be responsible for performing a wide range of clerical duties including but not limited to, assisting in the development and maintenance of systems used to track the flow of court filings; opening and updating case files for criminal court; preparing documents for the filing of criminal charges; maintaining files for appeals and summary appeals; and serving as clerical support to Assistant District Attorneys and all office staff.
Essential Functions:
- Answer and route incoming phone calls in a professional and efficient manner.
- Prepare, scan and file appropriate information relating to criminal court matters.
- Communicate via mail, email, or other means with attorneys, law enforcement agencies, and other county departments.
- Prepare/type/process briefs, case notes, pleadings, documents, and correspondence.
- Assist with confirmation of existing information and other administrative tasks to ensure the accuracy of data.
- Operate standard office equipment such as a personal computer, copier, scanner, and facsimile machine.
Education and Experience:
College degree with coursework in political science, and minors in paralegal studies, and English supplemented by previous clerical and supervisory experience; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Must possess and maintain a valid Tennessee Driver's License.
KNOWLEDGE:
- Thorough knowledge of court terminology, process, rules, regulations, and procedures.
- Thorough knowledge of customer service principles and ethical practices.
- Thorough knowledge of court system software.
- Thorough knowledge of business computer applications, word processing, spreadsheet, database, and typing/keyboarding skills.
ABILITIES:
Ability to demonstrate excellent organizational skills and attention to detail.
Ability to contribute as member of a team and work independently as needed.
Ability to manage multiple priorities and execute time sensitive matters.
Ability to professionally answer and transfer phone calls while collecting pertinent information.
Ability to analyze incoming documents to determine appropriate course of action and apply appropriate procedures with a high degree of accuracy.
Ability to organize work data according to established system and apply rules for processing data in a consistent fashion to control errors.
Ability to present a strong customer service orientation.
Ability to follow policy and procedure for providing non-legal information.
Ability to observe strict confidentiality and take appropriate steps to guard confidentiality of records where required by law.
Ability to lift and carry moderate weight docket books (25 30 lbs.) and access heavy file drawers.
Ability to proofread with accuracy, detect errors and make corrections.
Ability to sit or stand for extended periods of time.
Must have a pleasant demeanor.
What We Are Looking For:
Minimum 3 years' experience required progressively through clerical or administrative experience which has provided knowledge of general office practices such as filing, typing, telephone usage, record keeping, sorting and mail distribution. Experience using computers, computer applications, automated systems and familiarity with cashier practices required. One year must have provided legal terminology and demonstrated ability to apply a body of rules, regulations, directive, and laws. Such experience is commonly, but not exclusively, obtained in law firms, law offices, banking and credit firms, educational institutions, social service organizations, insurance companies, real estate and title offices, corporate headquarters, or personnel/payroll operations. Experience with electronic case filing is desirable but not required.
