Secretary Ii (County Attorney)

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are intended to reflect all duties performed within the job.

ESSENTIAL JOB FUNCTIONS

Records Management:

To maintain a Records Detention Schedule for the County Attorney’s office.

1. Knowledge of records management laws for schedule a retention schedule for the County Attorney’s office. Review all updates from the Texas State Library and comply with those updates. Knowledge of the destruction laws of records and destroying records on the approval of the Texas State Library.

2. Set up and maintain storage area for records at the old jail site. This includes cleaning, organizing storage area and periodically checking area for climate control.

Victim Assistance Coordinator:

To set up and maintain a crime victim division of the County Attorney’s office.

1. To set up and send each victim of an assault crime a victim packet. This packet includes a letter from the County Attorney, a victim impact statement, a restitution form, an application for compensation from the Texas Crime Victim Compensation Fund, and brochures explaining a victims rights in the Judicial system.

2. To be available to answer questions regarding benefits for crime victims, to help in filling out the application for compensation, to obtain an offense report for the victim, copies of bills from the victim and send in the application with a cover letter to the Attorney General’s office.

3. To notify each assault victim of each court setting of the defendant’s case and to provide them with a safe environment to attend the court session. To go with them to court as a support if necessary.

4. To set up and send each victim of a theft or other related crime where restitution is involved a victim packet which includes a letter from the County Attorney and a restitution form. To review the restitution form when it is returned and to obtain necessary documentation from the victim when needed to prove restitution in a case. To document the court papers in defendant’s case to reflect the amount of restitution that needs to be court ordered.

5. To maintain and send reports of the statistics of the victim assistance program to the Attorney General’s office.

6. To order crime victim materials from the Attorney General’s office and keep them in supply.

7. To review reports and attend seminars to keep updated on new crime victim laws, procedures and resources available to help crime victims.

Hot Check Division Clerk:

Responsible for the administration of the Hot Check Department.

1. Handle all income flow of hot checks.

2. Daily review checks as vendor brings them to the Hot Check Department. Be available to the vendors to answer any questions regarding checks they have brought in.

3. Enter daily each check into the computer system, establishing a record for each check on each defendant (name, address, phone number, driver’s license number, date of birth, check number, date of check, amount of check, bank name and location) and attach fee amounts to entry. Enter information into the Personal Identification System (PID).

4. Daily print our a courtesy letter (which states the amount owed, to which vendor and the time allotted for timely payment) for each defendant, make a copy for file and daily mail our courtesy letters.

5. Daily take payments on hot checks.

6. Daily make deposits of hot checks.

7. Daily print our computer reports and balance accounts.

8. Review mail that is returned and determine whether a case should be filed.

9. Review checks under $20.00 to determine if a final notice letter should be sent and obtain information through the sheriff’s department to aid in finding a good address. Print out letter for final notice, make copy for file and mail. If no response is received from the defendant, prepare the case and transfer to the Justice of the Peace for prosecution.

10. Review check that are not paid in the 15 day grace period reflected in the courtesy letter.

• Call defendant and remind them that they have a check payment due and the complaint process is going to be implemented.
• List each overdue check, with the driver’s license and / or the date of birth on the “27” request form. Fax to the sheriff’s office.
• After “27” report is returned from the sheriff’s office, match report to the check.

11. Prepare complaint, information and arrest warrant.

• Make two copies of the check, cut them out and tape them onto complaint form and information form.
• Compile all evidence and file in the complaint drawer.
• Call complainant and have them come to the County Attorney’s office to sign the complaint.
• After complainant signs the complaint, notarize the complaint, fill in the complainant’s name on the information and take to the County Attorney for his signature.
• After the County Attorney signs the information, investigate case as to amount of restitution owed., determine bond amount and write on warrant, take to the Judge’s office for judge’s signature.

12. Prepare case for filing

a. After the judge signs the arrest warrant and case is returned, enter the case into the computer system for filing.

b. Obtain a County Attorney case number, write it on the case, make copies for our file and take the original complaint, information and warrant to the County Clerk’s office for filing of the case.

c. After the County Clerk’s office assigns the case a cause number and prints out the label, enter the information into our system, put label on the case and copy of warrant in the file, and put in pending case file cabinet.

13. Prepare case for prosecution after defendant is arrested.

a. Print court papers.

b. Run a query for amount of restitution owed.

c. Determine fine (research past history, pending cases, restitution owed, previous payments made, date of offense, etc.), secure all documents in file.

14. Maintain court docket (all documents needed for arraignment, pre-trial and jury trial).

15. Enter depositions after court in the computer, updating files and filing closed cases.

16. Review CJIS information and make sure it is entered into the computer, mail to the Crime Record Division on a monthly basis.

17. General filing.

18. Review old cases, investigate, obtain new “27” reports, send certified letters to latest address and attempt to resolve outstanding cases that will be difficult to prosecute.

19. Work with police department, sheriff’s department and District Attorney’s office in whatever situation to help resolve cases.

20. Responsible for disbursing restitution checks on a monthly basis.

• Spool checks at the end of each month.
• Print restitution checks for vendors on a monthly basis.
• Mail out vendor restitution on a monthly basis.

21. Print out reports and reconcile reports on a monthly basis.

22. File a monthly report with the County Clerk’s office and distribute report to the judge, commissioners and auditor’s office.

23. Balance checkbook on restitution account on a monthly basis.

24. Manage collection fee account.

a) Write checks

b) Process receipts

c) Keep a long of payments and expenditures

d) Balance fee account checkbook on a monthly basis.

25. Figure part-time payroll, IRS monthly payment and IRS quarterly reports.

26. Order restitution checks, fee account checks and postage envelopes for Hot Check Division.

27. Create documents and file for cases that the restitution is deemed uncollectible by the judge.

28. Create forms in forms generator to print court papers.

29. Audit cases, check to make sure all checks and cases are accounted for.

30. Handle all correspondence associated with assigned duties.

31. Sort mail and distribute to correct division.

32. Handle all incoming phone calls regarding check division plus overflow of other phone calls from other divisions.

33. Assist general public with non-legal questions and give information to assist them in resolving problems.

34. Notarize documents for employee, lawyers, defendants and general public.

CRIMINAL DIVISION CLERK

Be responsible in the absence of the Criminal Division Clerk for the administration of the Criminal Division.

1. Handle incoming phone calls.

2. Review and prepare incoming cases for County Attorney signature.

3. File criminal cases with the County Clerk.

4. Prepare files, run court papers, etc.

5. Prepare complaints as needed for officers.

6. Prepare files for court docket.

7. Prepare documents for jury trail.

8. Prepare motions, subpoenas as needed.

9. General filing.

10. Put in dispositions after court and file cases in proper place.

11. Handle all correspondence, letters, appointments as needed.

12. Handle motion to revoke papers from probation, obtain County Attorney signature and file with the County Clerk.

13. Assist general public with non-legal questions and supply information to assist them in resolving problems.

14. Prepare documents, set hearings in Juvenile cases.

15. Maintain County Attorney’s appointment schedule.

CIVIL DIVISION CLERK

Be responsible in the absence of the Civil Division clerk for the administration of the Civil Division.

1. Handle incoming phone calls.

2. Interview people for Protective Orders, obtain information, prepare Protective Order and file with the District or County Clerk’s office. Mail out certified notices to all parties involved.

3. Make documents and cases ready for court.

4. Coordinate dates with the district or county court for hearings on Protective Orders, Health cases and CPS cases. Mail out certified letters notifying parties involved of hearing.

5. Process Mental Commitments.

6. Mail out health case notices, file health cases, set court dates, mail out notices.

7. General filing.

SKILLS, KNOWLEDGE AND ABILITIES

1. Employee must fulfill the employment standards of this position and comply with County policies, rules and procedures including those set out in the Employee Handbook or otherwise communicated (verbally or in writing) to employees. May be requested to perform other duties assigned within the scope of responsibility and requirements of the job.

2. Must be able to communicate effectively in English with supervisor and co-workers and most importantly with the public to ensure efficient office productivity and good customer relations.

3. Must have typing, communications skills, telephone skills and basic computer knowledge.

4. Must be able to operate a computer, receipt printer, printer, typewriter, telephone, calculator, fax machine and copier.

5. Should have knowledge of basic building evacuation procedures.

6. Should be trained in the use of a fire extinguisher.

7. Must have knowledge of procedures in collecting hot checks, procedures in filing criminal cases, procedures in filing protective orders and general accounting knowledge.

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

High school diploma

Knowledge of criminal and civil procedures

Working Conditions

:

This position is performed in a climate controlled environment.

Must be able to lift boxes and equipment up to 25 pounds.

“This job description in no way states or implies that these are the only duties to be performed. Employee may be requested to perform other duties assigned within the scope of responsibility and requirements of the job.”

Job Types: Full-time, Part-time

Pay: From $34,500.00 per year

Expected hours: 40 per week

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday

Ability to Relocate:

• Granbury, TX 76048: Relocate before starting work (Required)

Work Location: In person