Administrative Assistant II (Commonwealth's Attorney)

Serves as an administrative assistant to the Commonwealth’s Attorney’s Office, performing a variety of clerical and administrative duties primarily in support of the General District Court. Prepares correspondence, compiling information for legal issues and maintaining files for a variety of records. Answers the telephone and provides information, taking messages or routing calls to the appropriate individual.

Assists in the indexing and preparation for General District Court cases.

Requests and monitors receipt of certified prior convictions from other jurisdictions, DMV transcripts and law enforcement reports. 

Assists in preparing motions, orders, correspondence and other legal documents; prepares, reviews, verifies and distributes witness subpoenas and service of process returns.

Prepares materials from typed or handwritten documents, which requires use of a variety of complicated formats for preparing correspondence, memos and various legal documents; responsible for correct spelling, punctuation, format and grammar.

Locates files for Commonwealth’s Attorneys as needed; maintains organization, updates of paper files, case management system, and digital database; files closed cases and related records.

Greets visitors; provides information and answers questions or refers to appropriate individual. 

Graduation from high school, and 2 to 3 years of experience in administrative/clerical work preferably in a prosecutor’s office, or any equivalent combination of education and experience which provides the required knowledge, skills, and abilities. 

Thorough knowledge of office systems, practices and administration. 
Thorough knowledge of word processing, database and spreadsheet software. 
Thorough knowledge of business English. 
Thorough knowledge of basic arithmetic and financial computations to include addition, subtraction, multiplication, division, percentages and fractions.
Effective oral and written communication skills.
Ability to analyze and evaluate procedures and work methods, and to exercise appropriate judgment in establishing priorities and work methods. 

Must be physically able to operate a variety of automated office machines which includes typewriters, computers, calculators, copiers, facsimile machines, etc. Sedentary work involves sitting most of the time, but may involve walking or standing for periods of time. There is some gripping when using pens and pencils to write, and some bending and stooping when filing or retrieving files.

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