Administrative Assistant - Prosecuting Attorney

Jefferson County, MO - Hillsboro, MO

Full-time

Hillsboro, MO

About the position

The position involves performing professional administrative office support, applying various research techniques and methods and control procedures in the development and operation of administrative systems, programs, policies and practices for the assigned division. Work involves the performance and supervision of a full range of clerical duties, document processing and general office and division support functions, conducting and supervising customer service.

Responsibilities

• Performs administrative and clerical functions for an individual position, managerial group or entire department.
• Performs a variety of complex, specialized administrative and clerical functions requiring the application of county and/or department policies and procedures and the exercise of standards.
• Maintains a variety of files and records, prepares and verifies all departmental invoices, processes bills for payment.
• Records personnel absence and vacation records.
• Ensures that office equipment is maintained properly.
• Answers incoming inquiries both written, and otherwise.
• Reviews pending correspondence, conducts analysis, takes appropriate action, and responds appropriately in timely manner.
• Arranges and manages all inter-office schedules and appointments.
• Prepares, maintains and files daily correspondence, reports, directives, and legal notifications.
• Assists department head in budget preparation and daily control activities.
• Records financial transactions of the department.
• Prepares and verifies all bills, processes bills for payment and submits to director for approval.
• Acquires and maintains records of purchase orders.
• Collects all fees and processes for deposit.
• Collects and summarizes data for special and periodic reports, updates master files, orders supplies and forms, prepares user policies regarding office procedures and operations for staff, writes and updates instructions, guidelines and scheduled reports.
• Exercises confidentiality in the performance of job duties, including knowledge of the content of personnel evaluations, organizational recommendations, legal documents, contracts and comparable highly sensitive information.
• Assures security of files.
• Composes correspondence involving application of established policies and procedures. Independently responds to correspondence of a routine nature.
• Performs a variety of clerical duties for a department head, including arranging meetings, booking travel and accommodations and maintaining confidential files.
• Receives, opens, logs, sorts and distributes mail.
• Screens telephone calls and answers requests for information or routes to appropriate staff.
• Collects, reviews, and submits employee time sheets to payroll department.
• Scans and maintains document files.
• Performs work at assigned location during specified business hours.
• Performs related additional duties as required and assigned.
• Performs clerical work including but not limited to answering of phones, greeting and assisting walk-in customers, distribution of mail and general data entry tasks.
• Independently researches legal sources and websites to locate and order prior criminal convictions, determine where defendants can be found and locate contact information for victims and witnesses.
• Performs electronic filing of any legal documents signed by a Judge within the Courts.
• Processes all incoming bad check complaints as well as accounts payable and receivable for the Bad Check Unit of the Prosecuting Attorney's Office.
• Process restitution orders from the court including generating of payment plans, accounts payable and receivable for the Criminal Restitution Unit of the Prosecuting Attorney's Office, including collecting payments by phone, mail and in person daily and disbursing funds twice monthly to victims.
• Represents Prosecuting Attorney and Assistant Prosecuting Attorneys through routine oral and written contact with other government officials, law enforcement agencies, businesses and the general public.

Requirements

• High School Diploma or equivalent.
• Five (5) years of responsible clerical and/or administrative experience.
• Or equivalent combination of education and experience.
• May require a valid State Driver's License.

Benefits

• Equal Opportunity Employer