Administrative Assistant position for the US Attorney`s Office, Eastern District of Louisiana

Job Overview

We are seeking a dynamic and highly organized Administrative Assistant to join our team! In this vital role, you will provide essential administrative and case-support services to assist Fact Witnesses throughout all phases of hearings, Grand Jury proceedings, and trials. The work is characterized by a practical working knowledge of the laws, regulations and Department of Justice requirements necessary to support specialized witness management activities. This position manages complex scheduling, coordinates witness logistics, prepares financial documentation, and supports trial preparation to ensure smooth and timely case operations.

Responsibilities

• Responsible for maintaining and tracking Fact Witness Subpoenas for Grand Jury, hearings, and trials, including calendaring and coordination with AUSAs and legal support staff.
• Meets with Fact Witnesses to complete required paperwork and collect receipts or supporting documents for reimbursement.
• Monitors the weekly Grand Jury schedule to ensure all subpoenas are received, logged, and processed.
• Communicates regularly with Criminal Division AUSAs and support staff to obtain up-to-date information on case status, witness needs, and upcoming court events.
• Scans, files, and processes Fact Witness vouchers while maintaining accurate records and organized filing systems.
• Troubleshoots travel voucher issues and works with appropriate staff to resolve payment or processing concerns.
• Secures travel and lodging reservations for Fact Witnesses at government rates when available. Contacts witnesses to gather necessary travel information and communicates finalized arrangements to AUSAs.
• Prepares Fact Witness vouchers for reimbursement of expenses and assists with reconciliation of Fact Witness travel credit card accounts.
• Pulls documentation required for monthly reconciliation. Reconciles credit transactions and resolves discrepancies associated with travel or reimbursement accounts.
• Supports trial teams by providing necessary witness-related coordination.
• Assists with coordinating trial preparation meetings, maintaining trial calendars, and updating spreadsheets.
• Establishes and maintains working files that include correspondence, reports, and records pertinent to cases.
• Develops and maintains tracking systems for ongoing cases and keeps program specialists informed of case progress and upcoming deadlines. Manages calendars of active cases, tracking hearings, trial dates, and sentencing dates.
• Produces a wide variety of written documents and materials using multiple office software applications.
• Integrates outputs from different software tools to create complex tables, charts, graphs, and similar products.
• Ensures proper formatting, accuracy of data, correct spelling, punctuation, and grammar in all written materials.

Experience

• Prior clerical or administrative experience in an office setting is required.
• Demonstrated proficiency with MS Word, MS Excel, MS Outlook, MS Access, and other databases as well as Adobe Acrobat Professional.
• Communication skills are extremely important. Applicants shall work and interact professionally and effectively with all levels of staff.
• Skill in meeting and dealing with people in a courteous and tactful manner.
• Knowledge of office management procedures including filing, data entry, and calendar coordination.
• Ability to meet established deadlines and work as a team player in a professional office.
• Ability to review a wide variety of documents, both legal and non-legal, including Motions and Briefs.

Join us to be part of a vibrant team where your organizational talents will shine! We’re committed to fostering a supportive environment that values your contributions while offering opportunities for growth in administrative expertise.

Pay: $20.00 - $25.00 per hour

Benefits:

• Health insurance
• Paid time off

Work Location: In person

Salary : $20 - $25