Administrative Assistant

Overview

Provide personal clerical support to Assistant District Attorneys in office, attorneys with cases pending in county, and the public through conducting and organizing administrative duties and activities including receiving and handling information.

Job Description

We are looking for someone who is open to supporting both our Arnett and Cheyenne offices during the week. Flexible scheduling and part-time options may be available depending on the candidate.

Obtain reports from law enforcement agencies for review by Assistant District Attorneys for charges on individuals in jail and for arrest warrants. Prepare and generate criminal charges, court documents, correspondence, and other reports for prosecution. Prepare and file criminal cases with the Court and manage docketing and calendar events. Handle phone calls and walk-in traffic, build and maintain case files, and correspond with law enforcement and other state and local agencies. Pull files for the weekly court dockets, deliver documents to judges for signatures, retrieve them, make copies, and file them with the Court Clerk.

Maintain a complete filing system: closed cases are kept in the office for five years, with older cases stored in the courthouse's lower floor. Ensure open files for active cases are maintained and pulled daily for court dockets for each Assistant District Attorney.

• Implement and maintain office equipment including: Copy machine, fax machine, and printer
• replace toner when required
• replace stapler system when required
• replace paper supply when required
• handle incoming mail and other material and place in proper file
• collate information
• maintain databases
• communicate verbally and in writing to answer inquiries and provide information
• liaison in person and on the phone to relay information on cases and court dockets.
• operate office equipment
• manage office supplies

MINIMUM REQUIREMENTS

• High school Diploma or GED
• Work experience with dealing with the public
• An equivalent combination of education and experience.

EDUCATION AND EXPERIENCE

• relevant training or qualification
• knowledge and experience of relevant software applications - spreadsheets, word processing, and database management
• knowledge of administrative and clerical procedures
• knowledge of business principles
• proficient in spelling, punctuation, grammar and other English language skills
• proven experience of producing correspondence and documents
• proven experience in information and communication management

KNOWLEDGE AND SKILLS

Ability to write and speak effectively, Computer skills, primarily MS Office including Word and Excel, and knowledge of office machines such as phone, copier/fax and printer, Knowledge of legal and juvenile terminology a plus, but not required, Professional dress and attitude required. Applicants must possess strong writing and research skills, and the ability to effectively communicate and work with law enforcement, elected officials, attorneys, and other agencies. * Must be able to pass a fingerprint and background check and have no criminal history.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

This position requires a mix of sedentary and active tasks. The employee will spend significant time sitting at a computer, performing data entry, and handling office correspondence. The role may require occasional lifting of boxes weighing up to 50 lbs. The job involves walking around the office to gather information, as well as standing to interact with the public. The work environment is indoors in an office setting with a focus on both independent tasks and communication with others.

SPECIAL REQUIREMENTS/PROHIBITIONS (if applicable)

TO APPLY: Use the link below to access the Work Day application. https://okgov.wd1.myworkdayjobs.com/okgovjobs/job/Arnett---100-S-Washington-St/Administrative-Assistant_JR60744

if you want an alternative to applying through workday:

• Email - Duaina.megee@dac.state.ok.us
• Mail – P.O. Box 36 Arapaho, OK 73620

Work Location: In person