Responsible for performing and coordinating complex and diverse tasks that are necessary for the Prosecuting Attorney to fulfill their legal duties, either independently or at the direction of the Prosecutor or Deputy Prosecutor. This position requires knowledge of substantive and procedural criminal, juvenile and truancy laws. Must possess excellent organizational, administrative and computer skills to ensure that the services and work product required of the Prosecutor are performed in a timely, accurate and efficient manner. Works semi-independently, making work decisions in accordance with laws, regulations, court procedures and office policies. Must maintain a cooperative working relationship with court staff and with members of other state, county and local criminal law and justice agencies and departments. At the request of the Prosecutor prepares charging documents, discovery packets, sentencing modification requests, subpoenas, and other court documents required in all criminal proceedings. Prepares and maintains files and records of events, data entry and word processing. Works under tight deadlines. Ensures completion of prosecutor functions often without supervisory follow-up. Must maintain confidentiality of information in accordance with office policies and state laws.

Shares responsibility for reception by telephone and in person. Answers calls and provides information requested or transfers calls as appropriate. Receives and responds with sensitivity to concerns and questions raised by judges, lawyers, defendants, victims and others. Maintains a courteous attitude when addressing people under stress due to personal and family crisis. Notifies victims, witnesses and others of status of cases.
Shares responsibility for obtaining investigation reports and witness statements daily from Sheriff’s Office. Maintains log of case status at the direction of the Prosecutor. Provides reports of case status in accordance with office policy. Determines whether any defendants are in custody on pending charges and reports their status to the appropriate Prosecutor
Maintains an electronic calendar of court hearings and other events in accordance with office policy and provides reminders to the Prosecutor of such events in a timely fashion
Prepares criminal charges, motions and orders, jury instructions, sentencing documents, arrest warrants, and other documents necessary for court proceedings from notes and dictation, or independently in accordance with established office protocols. Files with the court all pleadings, disseminates documents to parties and their attorneys and arranges for service of process in accordance with office procedures and court rules.
Prepares and maintains investigative, court case and secret special inquiry court records and maintains a log of actions taken by the court and the Prosecutor. Assists in preparation of court exhibits, attorney workbooks, and jury instructions. Ensures that documents are placed in files in a neat, timely and organized manner. When files are completed, log actions, and box up files for archiving in accordance with office policy.
Cooperates and coordinates case actions with agencies, which may include but are not limited to the following: Communicates with the sheriff’s office about the status of cases, reports, statements and evidence, and the availability of deputies needed for court. Communicates with correctional facilities to determine the custody status of inmates and their court dates. Coordinates with the administrator and clerks of the courts regarding schedules, calendars, docketing, case status, the filing and dissemination of court documents and the availability of judges. Works with the Department of Corrections regarding the status of cases and the status of defendants on probation; receives violation reports, prepares and files show cause motions, schedules violation hearings and arranges for service of process. Works with Juvenile Court Services to obtain personal information and criminal history of juveniles, the standard range for their sentences, coordinates the filing and scheduling of probation violation hearings. Communicates with the Washington State Patrol, state toxicologist, state crime laboratories, and medical examiner regarding the status of cases, evidence, examinations, analyses, and reports. Communicates with defense lawyers regarding the status of cases, hearings and discovery.
Provides appropriate legal discovery documents and exhibits to defense lawyers and pro-se defendants: ensures that discovery packets are complete, redacts confidential personal identification information from each document, Bates stamps, distributes, and files production logs with the court and in the office.
Prepares all subpoenas and ensures service by mail or personal service. Notifies victims and witnesses of the status of cases, coordinates the scheduling and attendance of witnesses at trial.
Obtains public, confidential and criminal history records from other courts and state agencies, such as the Department of Corrections, Department of Licensing, and Department of Fish & Wildlife. Able to use statewide Judicial Information Systems data base to obtain history of criminal and motor vehicle charges of defendants.
Maintains summary knowledge of substantive criminal laws, regulations and procedures and their impact on office protocols and assists in updating forms and templates to comply with new laws and rules.
Works with substance abuse and mental health treatment providers by providing them with discovery required for court-ordered treatment evaluations, receives violation reports from the agencies and prepares, files and serves motions to revoke probation.
Obtains mail from the post office, opens and date-stamps mail, reviews for deadlines, logs significant events in database, delivers documents to attorneys for review and action. Uses knowledge and discretion to determine whether attorney should review documents immediately.
Reviews all files after court hearings, takes required action as directed by attorney or in accordance with office protocol, calendars future hearings, logs status into data base. Obtains and disseminates copies of filed documents from court clerk after each court hearing.
When necessary, supports coroner responsibilities of the office, including contacts with medical examiner and funeral homes and assisting bereaved relatives.
Provides backup to all other legal assistants during breaks and absences and assistance to them when needed to accomplish work within time limits.
Acting within the scope of their responsibilities, work as a public employee and municipal officer with courtesy and professionalism, adhering to the highest standard of ethics in accordance with RCW 42.52.
Perform other related duties as assigned by the Prosecutor.

High school diploma or equivalent plus four years of progressively responsible administrative/secretarial work experience, legal experience or any combination of education and experience that demonstrates the ability to perform the essential functions of the position. Bachelor of Arts or Science helpful. Must be able to qualify for notary public license and valid WA State driver’s license. Must be proficient and able to perform fast-paced word processing or data entry.

PHYSICAL AND MENTAL REQUIREMENTS: Requires frequent sitting, standing and occasional walking. The employee is occasionally required to lift objects weighing up to 10 pounds and must infrequently lift more than 20 pounds or carry objects with both hands and arms. This position frequently requires continuous hand and finger movement. This position frequently requires visual acuity at 20 inches or less, and frequent hearing acuity for speech discrimination. The employee must be able to talk and to receive and understand written and oral communication and give written and oral instructions. Communicate effectively, both orally and in writing. Overtime may be required when necessary to meet court-imposed deadlines.

WORKING CONDITIONS: Works primarily in an office environment although some travel to other locations may be required by boat or by air, including for field operations, which may involve inclement weather conditions.

San Juan County (WA)

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