Office Assistant

Nolan County
District Attorney’s Office

CLASSIFICATION TITLE: Office Assistant

SECTION I – JOB DESCRIPTION

SUMMARY:

Performs a variety of administrative, general clerical, categorizes documents and report records and confidential records relating to court cases and case files for the District Attorney’s Office. Work involves assisting law enforcement in person and over the phone and email; receiving case information, digital evidence and/or legal documents; entering and updating data into department databases; and providing copies of official case information and court and/or legal documents to attorneys, courts, and law enforcement.  Provide any other clerical duty necessary to the efficient operation of the District Attorney’s office in accordance with department functions, policies and practices.

ORGANIZATIONAL RELATIONSHIPS:

  1. Reports to: District Attorney
  2. Directs: Does not supervise any employees
  3. Has constant contact with judges, attorneys, court’s staff, the District Clerk’s office, other county departments and the general public.

PRINCIPAL DUTIES & RESPONSIBILITES:

ESSENTIAL FUNCTIONS:

  1. Receive and enter case data, digital evidence, etc. submitted to the District Attorney’s Office in person or through law enforcement portals according to procedures.
  2. Prepares and issue legal documents as needed or requested by attorneys.
  3. Prepare and maintain case files for District Attorney and Assistant District Attorney.
  4. Courtroom duty including civil/criminal non-jury docket, and any other duties directed by the District Attorney or Assistant District Attorney.

ADDITIONAL DUTIES:

  1. Operate computer terminal for information retrieval and data entry of criminal and civil case records, and word processing.
  2. Receive, sort, and distribute incoming and outgoing mail.  
  3. Perform routine office procedures such as answering telephone, copying records as required and perform record searches of criminal and civil files. Respond to inquires via email.
  4. Provide clerical support (filing, typing, data entry, etc), as the work load allows.
  5. Makes entries on all pending criminal and civil cases via the eFile system as needed.
  6. In compliance with the Texas DPS Crimes Records Service, enter data timely and precisely.
  7. In compliance with Records Management procedures; scan and file records for all Criminal and Civil cases.
  8. Perform other duties as assigned within the scope of the department.
  9. Drive to attend to a variety of errands.

INTERPERSONAL SKILLS:

  1. Communicate with public, law enforcement, attorneys, and other employees of Nolan County and the 32nd Judicial District.
  2. Maintain a positive cooperative relationship with District Attorney, Assistant District Attorney, Investigators, Law Enforcement, peers and other governmental agencies as well as public.
  3. Understand and follows policies and procedures.

DEPENDABILITY AND ACCOUNTABILITY:

  1. Be here every day and able to work.
  2. Be on time in attendance and for court schedules or meetings.
  3. Maintain confidentiality of District Attorney’s office.
  4. Maintain consistent positive outlook in support of County goals and objectives as well as the Judicial District Court.
  5. Willing to work overtime if needed.

PROFESSIONAL GROWTH & PROFESSIONALISM:

  1. Attend continuing education as required by law and District Attorney’s Office
  2. Dresses appropriately in office attire, clean well-kept appearance at all times.

SECTION II – JOB REQUIREMENTS

EDUCATION AND EXPERIENCE:

High school graduation or its equivalent with courses in typing, bookkeeping, and is computer literate; plus 1 year progressively responsible experience in clerical functions, prefer 1 year experience in clerical function of the judicial system; or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.

KNOWLEDGE, SKILLS, AND ABILITES:

Knowledge of clerical procedures involved in processing, and preparing complex legal documents, instruments, records and reports related to the operation of both the civil and criminal court. Ability to adjust to rapidly fluctuating situations, and multiple simultaneous projects; ability to organize work, set priorities, meet critical deadlines, and follow up assignments with minimum direction.  Have a basic knowledge of legal terminology.  Skill in the operation of a variety of office equipment, including personal computer, typewriter, photocopier, telephone, etc. Have the ability to make complex arithmetic computations rapidly and accurately; ability to communicate effectively both orally and in writing in the English language; ability to establish and maintain effective working relationships with judges, members of the legal profession, other governmental entities, other employees of Mitchell County, 32nd Judicial District, and the general public.

WORK ENVIORNMENT:

The work environment characteristics described here are representative of those and employee encounters while performing essential functions of this job. While performing the duties of this job, the employee regularly works in a normal office setting.  An employee will occasionally encounter a hostile situation with regards to irate criminal or civil defendants or persons related to them. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. 

CERTIFICATES/LICENSE REQUIRED:

Must have a valid Texas Driver’s License and an acceptable driving record or available alternate means of transportation

Interested applicants should email their resume to the Elected District Attorney Ricky Thompson

[email protected]