Administrative Assistant
1 week ago
We are currently looking for an Administrative Assistant for a contract position with the Department of Justice / United States Attorney's Office (USAO) located in Pierre, SD. This is initially for a 1-year contract with 4 additional optional years (for a total of 5 years) with the USAO. Candidates must be U.S. Citizens and be able to clear an extensive 7 (or 10) year minimum background check / clearance investigation by the Department of Justice.
The individual will provide administrative assistant and secretarial support to the United States Attorney's Office. The individual will perform the following duties:
- Provide witness management assistance prior to, during, and after trial. This typically includes: working directly with witnesses, providing assistance and support to ensure appearance for court, pre-trial conferences, and grand jury.
- Receive visitors, field phone calls, questions and other inquiries from witnesses seeking information pertaining to court, pre-trial conferences, grand jury appearances and expense reimbursement.
- Obtain pertinent information for files and documents necessary to arrange witness travel and reimbursements.
- Initiate contact/notify witnesses concerning travel arrangements, appearance date/time, and determine any special circumstances or needs of the fact witness.
- Confer with AUSA concerning witness appearance and special circumstances regarding witnesses. Complete and submit proper documentation for special authorizations and obtain prior approval before proceeding with travel arrangements.
- Prior to witness' appearance, ensure all travel documents and appearance date and time have been provided to witness. Make necessary arrangements for fact witness travel and lodging according to Department of Justice and USAO policies and procedures.
- Meet with witnesses upon arrival to designated hearing or pre-trial conference, offer, and perform courtroom orientation, accompany witness to court, ensure a safe waiting area is available, and collect necessary documentation and signatures for fact witness reimbursement documents.
- Prepare and submit documentation for fact witness reimbursement, i.e. witness vouchers and other required documentation for fact witnesses. Furnish requested information concerning pending and completed fact witness vouchers. Gather required documentation and reconcile Government Travel Accounts.
- Obtain information, confer, and coordinate with the Court, Probation, Pretrial, U.S. Marshals Service, investigative agencies, and other counterparts, when necessary.
- Complete variable aspects of recurring documents in conformance with the rules governing their style and format. Compose original letters that do not require legal interpretations but require a good working knowledge of legal procedures and specialized terminology relevant to witness laws and regulations.
- Perform general office procedures pertaining to fact witness management, including, but not limited to:
- Establish and maintain a variety of witness files, documents and databases;
- Assemble documents and other information for witness file material and retention in accordance with established procedures and Department of Justice regulations;
- If requested, establish and maintain calendar and/or database of active and pending fact witness appearances; track hearings, trial dates, grand jury and scheduling conferences;
- Perform other administrative and logistical fact witness management related duties as required/assigned.
- Establish and maintain a variety of witness files, documents and databases;
Requirements:
Experience: Candidates must have a minimum of one – two (1-2) years of administrative experience in a professional office environment. Experience working in a law firm is preferred.
Education: At a minimum, ca ndidates must have a High School Diploma (an undergraduate degree is preferred).
Skills: Expert organizational skills; top-notch time management skills; streamlined and polished communication style; problem-solving orientation; ownership of the role and the responsibilities; meticulous attention to detail; ability to remain calm and poised in times of high stress.
Additionally: Mastery of Microsoft Office suite, specifically Excel spreadsheets, and Word documents. Advanced Outlook skills including the calendaring and task functions. Facility with Zoom and MS Teams. Ability to handle confidential and sensitive matters professionally and with discretion. Ability to resolve issues quickly, effectively, and diplomatically and to make appropriate recommendations. Good decision maker, strategic thinker, and proven ability to manage time, people, and resources in order to meet deadlines. Flexibility and ability to adapt to constantly changing priorities.
This is a full time / 40 hours per week position. Candidates will be working onsite each day (telework is not available for this role). This position offers the accrual of 2-weeks of paid time off each year, paid federal holidays and is eligible to enroll in our health benefits program.
Fact Witness Admin Assistant
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