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Department / Division: DISTRICT ATTORNEY
FLSA STATUS: Non-Exempt
CLASSIFICATION: Personnel System
PAY GRADE: 13
Purpose of Job
The purpose of this job is to provide secretarial and administrative
support to the Office of the District Attorney. Duties and responsibilities
include, but are not limited to, overseeing the daily administrative
activities of the department performing personnel and financial
administration duties serving as secretary to the District Attorney and
other department staff performing routine legal research and related
secretarial duties and performing additional tasks as assigned.
Essential Duties and Responsibilities
The following duties are normal for this job. These are not to be
construed as exclusive or all-inclusive. Other duties may be required and
assigned. Answers and forwards incoming telephone calls assists office visitors
makes appointments schedules meetings and conferences processes incoming
and outgoing mail performs other general secretarial duties. Performs personnel administration duties for the department which include
preparing payroll time sheets, completing personnel action forms and other
personnel records, and performing other related duties. Performs financial administration duties for the department which include
maintaining the departments financial management records assisting with
the development of the departments operating budget monitoring
departmental expenditures against the approved budget preparing and
submitting invoices for payment and preparing purchase requisitions,
purchase orders, and other related records. Maintains the calendar for the District Attorneys Office. Performs contempts and consents on food stamp cases. Assists with preparation of intake files. Calculates compensation for victims, witness fees and reimbursements. Types correspondence, legal documents, reports, agendas, and other
documents. Tracks the status of various legal documents. Performs routine legal research. Oversees the maintenance of office equipment. Establishes, updates, and closes court case files. Types and sends legal noticesbench warrants and other documentation for
the department. Enters information into GCIC terminal, pulls reports, criminal history,
etc. for the department. Oversees front desk operations and interns as required. Performs other related duties as required.
Knowledge, Skills and Abilities
Knowledge of the policies, procedures, and activities of the Office of the
District Attorney as they pertain to the performance of duties relating to
the position of Administrative Assistant. Knowledge of the terminology
used within the department. Knowledge of standard legal documents payroll
and budgeting records purchasing records personnel records computer
manuals legal references such as the Civil Code of Georgia budgeting, and
purchasing policies and procedures and procedures and methods as required
in the performance of duties. Ability to utilize standard word processing
and database management software programs. Ability to compile, organize,
prepare, and maintain an assortment of records, reports, and information in
an effective manner and according to departmental andor governmental
regulations. Ability to communicate effectively with supervisors and other
staff members. Ability to use independent judgement in routine and non-
routine situations. Ability to handle the required mathematical
calculations. Ability to utilize and understand computer applications and
techniques as necessary in the completion of daily assignments. Ability to
plan, organize, andor prioritize daily assignments and work activities. Ability to comprehend and apply the regulations and procedures of the
department. Ability to operate standard office equipment such as a
typewriter, transcriber, Dictaphone, telephone, facsimile machine, and
computer.
Minimum Training and Experience Required to Perform Essential Job Functions
High school diploma or equivalent with three years of legal secretarial,
administrative, or related experience required an Associates degree in a
related discipline preferred or any equivalent combination of education,
training, and experience which provides the requisite knowledge, skills,
and abilities for this position. Must be or have the ability to acquire
Notary Public status, GCIC certification and possess a valid drivers
license.
(ADA) MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED
TO PERFORM ESSENTIAL JOB FUNCTIONS
PHYSICAL REQUIREMENTS: Must be physically able to operate a variety of
machinery and equipment including standard office equipment such as a
telephone, typewriter, computer terminal and printer, facsimile, copier,
transcriber, and Dictaphone. Must be able to use body members to work,
move, or carry objects or materials. Must be able to exert up to twenty
pounds of force occasionally andor up to ten pounds of force frequently. Physical demand requirements are at levels of those for light work.
DATA CONCEPTION: Requires the ability to compare andor judge the readily
observable functional, structural, or compositional characteristics
(whether similar to or divergent from obvious standards) of data, people,
or things.
INTERPERSONAL COMMUNICATION: Requires the ability to speak andor signal
people to convey or exchange information. Includes receiving assignments
andor directions from supervisors.
LANGUAGE ABILITY: Requires the ability to read a variety of legal and
administrative records, references, and files and informational
documentation, directions, instructions, and methods and procedures. Requires the ability to prepare court case files, correspondence, purchase
orders and requisitions, work orders, payroll sheets, and agendas using
prescribed formats and conforming to all rules of punctuation, grammar,
diction, and style. Requires the ability to type draft and final copies of
various legal documents. Requires the ability to speak to people with
poise, voice control, and confidence.
INTELLIGENCE: Requires the ability to learn and understand basic
principles and techniques to acquire and be able to expound on knowledge
of topics related to primary occupation and to make independent judgement
in the absence of management.
VERBAL APTITUDE: Requires the ability to record and deliver information,
to explain procedures, and to follow oral and written instructions. Must
be able to communicate effectively and efficiently in a variety of
administrative or professional languages including budgeting and
accounting, human resources, and legal terminology.
NUMERICAL APTITUDE: Requires the ability to utilize mathematical formulas,
to add and subtract totals, to multiply and divide, and to utilize and
determine percentages and decimals. FORMSPATIAL APTITUDE: Requires the ability to inspect items for proper
length, width, and shape, visually with standard office equipment.
MOTOR COORDINATION: Requires the ability to coordinate hands and eyes in
using a computer terminal and other office equipment.
MANUAL DEXTERITY: Requires the ability to handle a variety of items such
as a typewriter, telephone, computer terminal, printer, Dictaphone, and
other office equipment. Must have the ability to use one hand for
twisting or turning motion while coordinating the other hand with different
activities. Must have minimal levels of eyehandfoot coordination.
COLOR DISCRIMINATION: May require the ability to differentiate between
colors and shades of color.
INTERPERSONAL TEMPERAMENT: Requires the ability to deal with people beyond
giving and receiving instructions. Must be adaptable to performing
under minimum stress when confronted with an emergency.
PHYSICAL COMMUNICATION: Requires the ability to talk andor hear:
(Talking - expressing or exchanging ideas by means of spoken words). (Hearing - perceiving nature of sounds by ear). Must be able to
communicate via telephone.
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