Administrative Assistant/Paralegal/Victim Witness Coordinator

The Administrative Assistant/Paralegal performs preparing court forms and documents, reviewing and researching applicable statutes, requesting necessary information from all involved agencies and types of information that include electronic statements, criminal histories, driving records, bank account information, medical records, psychologist reports, county agency intakes and requesting and receiving court documents. This position assists with the preparation of cases for trials such as processing juror profiles, preparing subpoenas, exhibits witness scheduling, and courtroom assistance during trials, along with managing civil forfeiture cases, obtaining service of documents within timelines and correct electronic filing of documents. The Administrative Assistant/ Paralegal performs duties for criminal, juvenile, civil forfeiture, child in need of protection or services, child support commitments files as well as any civil matters pertaining to the work of the County Board. This position manages office budget to include accounts payable and accounts receivable, receives, reviews, and processes all office mail, orders supplies, processes  invoices, creates billing statements, case file management in MCAPS, typing files, closing files, answering phones, serving as a notary, general customer service to the public and answer questions from the public.

The Victim Witness Coordinator is dedicated to ensuring that victim's rights are enforced, and victims and survivors have a meaningful voice within the state correctional system. The chief objective of the position is to reduce the trauma of victimization and encourage crime victims to cooperate with and participate in the criminal justice system by providing direct services including information and assistance required by Minnesota Law. The position provides and ensures that staff provide explanation of the complexities of the criminal justice system, referral to services to assist with physical & mental health need, and information and direction in applying for services available, including benefits from the Minnesota Crime Victims Reparations Board. Additionally, the position performs program management functions including but not limited to, program development and budget development under the general supervision of the County Attorney.

• Obtain documentation and related information from other agencies, offices, and/or departments related to all criminal and civil case files.
• Maintain office calendar for court hearings, meetings and trainings.
• Notify officers of various court hearings, and meetings with attorneys.
• Prepare and maintain electronic and paper files and documents for all hearings and trials.
• Prepare and submit billing statements for child support and welfare fraud.

• Prepare and submit billing statements for all office business. Pay monthly bills.
• Attend court as directed by attorneys.
•   Trial prep to include, but not limited to, file exhibits in MNDES, prepare attorney trial notebook with exhibits, and create electronic material to be used during trial.

• Maintain financial reporting and maintain documents.
• Assists crime victims and witnesses by providing notification of charging decisions; notice of court hearing dates and times; notification of victim rights and assistance exercising those rights; support services referrals; providing court escort; providing crisis intervention and counseling with the assistance of outside agencies; and attending to the general needs of victims and witnesses as they relate to participation in the criminal justice system.
• Assists attorneys in preparing victims and witnesses for court appearances by meeting in preparation for court testimony, sending hearing and trial notices and subpoenas, and arranging scheduling for court appearances.
• Acts as liaison for victims and witnesses between the County Attorney's Office and law enforcement, DOC corrections officers, Court Services officers, other prosecutors, employers and other agencies and/or persons.
• Assists clients in obtaining needed services, advocating on their behalf, and determining whether intervention is required to meet their needs.
• Assist victims and witnesses in securing financial assistance such as emergency funding, reparation and restitution.
• Assists victims and witnesses in obtaining restraining orders for their protection.
• Assists in the preparation of victim impact statements with victims to be presented to and filed with Court.
• Attend all court hearings related to victim services' cases and provided follow up from said hearings to victims.

• Serve as liaison between victims and prosecuting attorneys.
• Provide grant writing services, including but not limited to, independently seeks out and apply for grants, maintain all financial accounts and budget management of all
• grants, and independently manage all grant revenue and/or expenditures in accordance with all grant reporting requirements. In addition, manage grant support services between the County Attorney's Office and other grant supported agencies within the county as well as external agencies/ organization to the County to ensure maximum benefit of services and grant utilization.
• Assist in grant writing services and maintain all reporting requirements of the same.
• Responsible for Maintain all budget and financial reporting requirements to the County Auditor and any grant service programs and maintaining documents.
• Organize, coordinate and participate in meetings and trainings with victims and/or stakeholders as directed by the County Attorney.
• Attend, as needed, meetings involving victims and witnesses.
• Attend training/educational sessions and seminars.
• Attend and participate in staff meetings.
• Maintains knowledge of policies, rules, regulations and statutes regarding duties.
• Ability to perform duties with little or no supervision with and under high demand of time constraints to perform the various duties of this multi-faceted position.

While these are the primary focus of the position, we believe strongly in teamwork and employees will be called upon to perform a variety of duties as part of their role with the County.

• Knowledge of office support practices and equipment.
• Knowledge of business arithmetic.
• Knowledge of criminal, juvenile, and civil court system.
• Knowledge of legal terminology.
• Knowledge of basic privacy practices and confidentiality guidelines.
• Knowledge of spreadsheets and database software.
• Knowledge of general record keeping and filing systems.
• Ability to understand and carry out detailed written and oral instructions.
• Ability to maintain effective working relationships with supervisors, co-workers, and the public.
• Ability to perform detailed work with speed and accuracy.
• Ability to use various computer and software programs.
• Ability to maintain a high level of confidentiality. Must maintain information and follow data practices requirements, and keep sensitive business and personnel matters private.
• Ability to handle a variety of assignments and problems under moderate supervision within standard operating procedures.
• Ability to use apply a variety of procedures, policies, and precedents with moderate analytical ability in adapting standard methods to fit facts and conditions using generally prescribed procedures.
• Ability to maintain effective communication and working relationships with department and other departments, outside agencies and public (supplying or seeking information) on specialized matters requiring detailed or technical responses.

• Requires High School diploma; and
• Associate Degree in related field; and
• Six years of relevant experience.

• Office equipment and technology

This job typically requires: sitting, standing, walking, feeling, manual dexterity, grasping, talking, hearing, typing, and seeing. There is prolonged exposure to computer keyboards and video screens. This position is generally light-duty and may require the exertion up to 25 pounds of force. This position is occasionally exposed to angry public, offensive language and mental stress. Due to the job description, this position frequently works under high detail and high deadlines.

The physical demands described here are representative to those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations can be made to enable individuals with disabilities to perform the essential functions.

Work is performed in an office or other in-door environment. 

The work environment characteristics described here are representative to those an employee encounters while performing essential functions of this job. Reasonable accommodations can be made to enable individuals with disabilities to perform the essential functions.

• Develop, maintain a thorough working knowledge of, and comply with all departmental and applicable County policies and procedures.
• Demonstration by personal example the spirit of service, excellence, and integrity expected from all staff.
• Develop respectful and cooperative working relationships with co-workers, including willing assistance to newer staff so job responsibilities can be performed with confidence as quickly as possible.
• Confer regularly with and keep immediate supervisor informed of all-important matters which pertain to the applicable job functions and responsibilities.
• Represent Wadena County in a professional manner to the public, outside contacts and constituencies.

Wadena County is an Equal Opportunity and Affirmative Action Employer.