Victim Witness Coordinator/Office Manager (10)

Under the direction of the County Attorney and the Assistant County Attorneys, the Victim Witness Coordinator / Office Manager is responsible for providing support, information, advocacy, and referrals for crime victims and witnesses, and explaining and assisting them through the legal process; assisting victims to obtain restitution; assisting victims and witnesses for their involvement and court appearances; serving as a liason between the victim/witnesses and attorneys, other agencies and/or parties; providing legal assistant and receptionist duties; preparing and distributing legal documents, managing case files, and interacting with members of the public, government agencies, and adverse parties; responsible for office information technologies; administering office operations and procedures; and participating in cross training and professional staff development.

1. Provides direct services to victims and witnesses. Helps fulfill prosecutorial requirements of M.S. Chapter 611A. Provides support, information, advocacy and referrals for crime victims and witnesses. Guides victims and witness through the court process and serves as an advocate. Notifies of charges, when hearings scheduled, addresses questions, explains victim's rights under the statutes, assesses needs of victims/witnesses regarding safety and makes referrals as needed, schedules interviews as requested by attorneys, prepares victims/witnesses for involvement in hearings. Assists victims with restitution claims and filing for assistance through the Crime Victims Reparation Board.
2. Performs office manager, legal assistant and receptionist duties. Answers incoming calls and directs to appropriate person, or directs to appropriate voice mail, and sets up appointments. Records phone messages and distributes to appropriate person, as needed. Greets visitors and directs clients to appropriate staff. Assists public and answers general information. Faxes, photocopies, and prepares items for mailing through available technologies. Serves as resource for staff regarding office functions.
3. Responsible for office information technology. Ensures the effective operation of information technologies within the office. Implements, trains and maintains information technologies, including Prosecutor by Karpel, e-charging, e-filing, odyssey, digital dictation.
4. Prepares various documents through available technologies. Performs substantive legal work. Utilizes computer systems, databases and/or case management software to initiate, update, and track files and prepare documents. Keeps cases organized by establishing and organizing files, monitoring calendar and meeting deadlines, documenting actions, inputting information into file databases and/or case management software, and confirming case status with attorneys. Prepares files, evidence, exhibits, disclosures, and witnesses as needed. Types various documents. Receives and files documents through available technologies.
5. Administers office operations and procedures. Maintains court calendar and office calendars. Schedules, cancels and reschedules appointments. Tracks and advises attorneys, social workers, case managers, and law enforcement officers of approaching deadlines. Maintains databases and case management software. Handles outgoing mail and delivery to post office if needed.
6. Interacts positively with internal and external customers. Communicates and interacts effectively with employees, supervisors, individual members of the public, government agencies, and adverse parties.
7. Assists in the retention and archiving of all departmental records and files in accordance with department procedures, data practices and county retention schedules/requirements.
8. Performs other duties of a comparable level or type, as required.
   1. Participates in cross training. Assures adequate performance of those individual tasks that require completion within set time limits with minimal assistance from attorneys and other agency staff.
   2. Participates in professional staff development. Participates in training and education opportunities to maintain and improve proficiency. Participates in organizations, educational conferences and training, as appropriate.
   3. Maintains professionalism of the office.
      *Indirectly supervises Legal Assistant

Requires a minimum of 3+ years of related experience in legal support function and advocacy activities.

High School Diploma with at least 1 year of college or the equivalent in experience and training, Preferred 2 year degree in a related field.

Requires a valid driver's license in the State of MN.

• Knowledge of the judicial system, its processes and procedures, and general legal terminology.
• General office administrative procedures.
• Fundamentals of support services for crime victims.
• Considerable knowledge of general office equipment, computer operation and general business productivity software/applications (i.e. word processing, email, internet browsers, etc.), and any specialized applications used in law offices.
• Basics of clerical legal practices, principles and routines.
• Knowledge of the fundamentals of general office procedures, practices, and etiquette.
• Knowledge of the fundamentals of business English, spelling, grammar, and punctuation.
• Fundamentals of court procedures, court rules and processes.
• Knowledge of legal terminology, legal forms, legal reference materials and legal documents.
• Knowledge of county, state and federal statutory requirements regarding legal documentation and recordkeeping.
  

Skilled in:

• Learning, applying, interpreting, and understanding the policies, practices and services of the Attorney's Office including data privacy laws, rules of the court, and relevant statutory requirements relevant to the administrative functions and operations of the Office.
• Using computers and related software applications.
• Oral and written communication, and public speaking skills.
• Using standard office equipment.
• Advocating for crime victims and witnesses.
• Providing advocacy, support and referral assistance.
• Interpreting and explaining court procedures, judicial processes, victim rights and obligations.
• Preparing, drafting or typing various departmental forms, legal correspondence, or legal materials and documents in the office.
• Proficient in word processing and transcription.
• Performing duties requiring attention to detail, precision and accuracy.
• Data entry and file maintenance procedures and routines.
• Reading, understanding and applying legal concepts, rules and guidelines pertaining to job assignments.
• Working with people in stressful situations.
• Ability to establish a rapport with victims of crime.
• Organizing and prioritizing work of office support personnel.
• Maintaining confidentiality.
• Preparing and giving written and oral presentations.
• Applying judgment and discretion in dealing with the public, scheduling court dates/hearings or calendars, and for assisting staff preparing for hearings or court cases.
• Performing responsibilities of job under pressure, court deadlines, and project deadlines.
• Conflict resolution and organizational skills.

Exerting up to 25 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.

Nature of the work may involve exposure to disagreeable human interactions including upset and angry individuals, where there is a potential for physical violence. Potential for risks can be minimized through safety precautions, risk management procedures, county procedures and professional judgment.