What are the responsibilities and job description for the Administrative Assistant position at West 4th Strategy?
Administrative Assistant
ROLE
We are seeking an experienced Administrative Assistant to support the U.S. Attorney's Office (USAO), Eastern District of Louisiana (EDLA). The USAO EDLA prosecutes and defends cases on behalf of the federal government. In this role, you will serve as the Administrative Assistant for the Fact Witness Program within the Victim Witness Assistance Program, providing essential administrative and case-support services to assist Fact Witnesses throughout all phases of hearings, Grand Jury proceedings, and trials. You will manage complex scheduling, coordinate witness logistics, prepare financial documentation, and support trial preparation to ensure smooth and timely case operations. This is a full-time opportunity. We can offer a competitive salary and a comprehensive benefits package.
Apply today!
RESPONSIBILITIES
LOCATION
CLEARANCE
WORK HOURS
RELOCATION
West 4th Strategy is an Equal Opportunity (EEO) employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, gender, sexual orientation, ancestry, national origin, age, marital status, mental disability, physical disability, medical condition, pregnancy, political affiliation, military or veteran status, or any other basis prohibited by federal or state law.
Other Considerations: applicants will be subject to a background investigation. This position requires access to Department of Justice facilities and systems, and as a condition of employment, selected candidates must complete and receive favorable adjudication from a federal government background investigation as required by the U.S. Department of Justice. Individual's primary workstation is located in an office area. The noise level in this environment is low to moderate. Regularly required to sit for extended periods up to 80% of the time; frequently required to move about to access file cabinets and use office equipment such as PC, copier, fax, telephone, cell phone, etc. Occasionally required to reach overhead, bend, and lift objects of up to 10 lbs. Specific vision abilities required by this job include the use of computer monitor screens up to 80% of the time.
ROLE
We are seeking an experienced Administrative Assistant to support the U.S. Attorney's Office (USAO), Eastern District of Louisiana (EDLA). The USAO EDLA prosecutes and defends cases on behalf of the federal government. In this role, you will serve as the Administrative Assistant for the Fact Witness Program within the Victim Witness Assistance Program, providing essential administrative and case-support services to assist Fact Witnesses throughout all phases of hearings, Grand Jury proceedings, and trials. You will manage complex scheduling, coordinate witness logistics, prepare financial documentation, and support trial preparation to ensure smooth and timely case operations. This is a full-time opportunity. We can offer a competitive salary and a comprehensive benefits package.
Apply today!
RESPONSIBILITIES
- Maintains and tracks 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, and correct spelling, punctuation, and grammar in all written materials
- Specialized experience that has equipped the applicant with the competencies, knowledge, skills, and abilities to successfully perform the duties of the position, typically related to the work of the position to be filled
- Computer skills: proficiency in MS Word, MS Excel, MS Outlook, MS Access, and other databases, as well as Adobe Acrobat Professional
- Strong communication skills; ability to work and interact professionally and effectively with all levels of staff
- Ability to meet established deadlines and work as a team player in a professional office
- Skill in meeting and dealing with people in a courteous and tactful manner
- Ability to review a wide variety of documents, both legal and non-legal, including Motions and Briefs
LOCATION
- U.S. Attorney's Office, Eastern District of Louisiana -- New Orleans, LA 70130 (On-site required)
CLEARANCE
- U.S. Citizenship required
- Must be eligible for a Minimum Background Investigation
- Department of Justice, U.S. Attorney's Office, Eastern District of Louisiana — Victim Witness Assistance Program
WORK HOURS
- 40 hours per week, 8 working hours per day, Monday–Friday
- Office hours are 8:30 am to 5:00 pm
- Employment Classification Eligibility — W2
RELOCATION
- Not eligible for relocation benefits
West 4th Strategy is an Equal Opportunity (EEO) employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, gender, sexual orientation, ancestry, national origin, age, marital status, mental disability, physical disability, medical condition, pregnancy, political affiliation, military or veteran status, or any other basis prohibited by federal or state law.
Other Considerations: applicants will be subject to a background investigation. This position requires access to Department of Justice facilities and systems, and as a condition of employment, selected candidates must complete and receive favorable adjudication from a federal government background investigation as required by the U.S. Department of Justice. Individual's primary workstation is located in an office area. The noise level in this environment is low to moderate. Regularly required to sit for extended periods up to 80% of the time; frequently required to move about to access file cabinets and use office equipment such as PC, copier, fax, telephone, cell phone, etc. Occasionally required to reach overhead, bend, and lift objects of up to 10 lbs. Specific vision abilities required by this job include the use of computer monitor screens up to 80% of the time.