Paralegal/Legal Assistant (Fact Witness Management)

Calloway & Associates - Lexington, KY

Full-time - Entry Level

Lexington, KY

Professional, Scientific, and Technical Services

About the position

Calloway & Associates, Inc. is seeking a Paralegal/Legal Assistant specializing in Fact Witness Management to support the U.S. Attorney's Office in Lexington, KY. This role is crucial in managing the fact witness process, which involves providing comprehensive assistance to USAO Victim-Witness personnel, Assistant United States Attorneys (AUSAs), and other legal staff. The contractor will be responsible for ensuring that fact witnesses are adequately prepared for court appearances, which includes coordinating travel arrangements, notifying witnesses of court dates, and addressing any special needs they may have. The position requires direct interaction with fact witnesses, where the contractor will field inquiries, provide information regarding court appearances, and assist with expense reimbursements. The contractor will also be tasked with preparing and submitting necessary documentation for witness reimbursements, ensuring compliance with Department of Justice policies. This role demands a high level of organization and attention to detail, as the contractor will maintain various fact witness files and databases, track important dates, and perform general office procedures related to witness management. In addition to these responsibilities, the contractor will need to liaise with various agencies, including the Court, U.S. Marshals Service, and investigative agencies, to facilitate the smooth management of fact witnesses. The ideal candidate will possess strong communication skills, the ability to analyze data, and proficiency in word processing and database management. This position offers an opportunity to make a significant impact within the legal community by ensuring that witnesses are supported throughout the judicial process.

Responsibilities

• Provide witness management assistance prior to, during, and after trial.
• Field phone calls and inquiries from fact witnesses regarding court appearances and expense reimbursement.
• Initiate contact with fact witnesses to notify them of court appearance dates and coordinate travel arrangements.
• Determine special circumstances or needs of fact witnesses and notify AUSAs when necessary.
• Make arrangements for fact witness travel and lodging according to DOJ and USAO policies.
• Complete and submit documentation for special authorizations and obtain prior approval for travel arrangements.
• Ensure all travel documents and information regarding court appearances are provided to witnesses before their appearance.
• Meet with fact witnesses upon arrival at court and provide courtroom orientation.
• Accompany witnesses to court and ensure a safe waiting area is available.
• Collect necessary documentation and signatures for fact witness reimbursement documents.
• Prepare and submit documentation for fact witness reimbursement, including witness vouchers.
• Assist USAO Cardholder in reconciling the Government Travel Account by gathering required documentation.
• Coordinate with the Court, Probation, Pretrial, U.S. Marshals Service, and other agencies as necessary.
• Establish and maintain a variety of fact witness files, documents, and databases.
• Track hearings, trial dates, grand jury, and scheduling conferences.
• Perform other administrative and logistical duties related to fact witness management.

Requirements

• Good communication skills
• Ability to review and analyze data from multiple sources
• Ability to establish case/project files
• Ability to enter and retrieve data from databases
• Ability to prepare and format reports
• Ability to manipulate, transfer, compute, and print information
• Ability to prepare and correct reports and correspondence using word processing software
• Ability to schedule appointments
• Ability to answer inquiries regarding case-related information
• Ability to maintain internal status information on designated files and assets
• Ability to ensure information accuracy and perform analytical computations.