Office Support Person IV - Special Projects Clerk

This Special Project Clerk provides essential administrative and project-based support to the District Attorney's Office, with a primary focus on the Pre-Trials Division. While this role includes traditional clerical responsibilities such as answering phones and data entry, it largely entails undertaking specialized tasks that directly support prosecutorial function.

Key responsibilities include processing expungements, preparing cost of prosecution documentation, and retrieving and distributing criminal complaints to prosecutors to ensure that they are properly equipped for preliminary hearings. This position requires exceptional organizational skills, attention to detail, and the ability to manage confidential legal information with discretion and professionalism.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:

• Provide administrative support to ensure efficient operation of the Office.
• Perform miscellaneous clerical tasks such as typing, photocopying, scanning and drafting documents.
• Assist with coverage for answering phones in the lobby reception area.
• Access criminal databases to verify or retrieve case information.
• Perform data entry and maintain internal office records.
• Retrieve criminal complaints from local police departments and/or Magisterial District Courts for all cases scheduled for preliminary hearings.
• Distribute criminal complaints to prosecutors assigned to handle preliminary hearings before the Magisterial District Courts; retrieve and provide upon request additional case-related materials to prosecutors assigned to preliminary hearings.
• Process expungements, including receiving expungement orders, locating the files, data entry, drafting letters, mailing confirmations, managing file shredding or retention for partial expungements.
• Process cost of prosecution invoices, including receiving and processing invoices, identifying sources, completing templates, verifying accuracy, printing information, coordinating signatures, and delivering to Clerk of Courts.
• Perform any other task as needed to support the administrative needs of the Office and its professional staff.

• Receive and review daily email communications from Magisterial District Courts regarding preliminary hearing schedules.
• Maintain and update centralized scheduling spreadsheets to ensure accurate assignment of prosecutors to all preliminary hearing courtrooms.
• Coordinate with the Pre-Trials Division to confirm prosecutor availability and courtroom coverage.
• Input and manage calendar entries for assigned prosecutors, ensuring no conflicts and full coverage across all scheduled hearings.
• Communicate scheduling updates and changes promptly to relevant attorneys and administrative staff.
• Serve as liaison between the District Attorney's Office and Magisterial District Courts for scheduling-related inquiries or adjustments.
• Monitor and reconcile discrepancies in court assignments and proactively resolve scheduling conflicts.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Typing/Word Processing skills.
• Proficiency in Microsoft Office Suite.
• Excellent telephone manners.
• Strong verbal and written communication skills.
• Strong grammar & spelling skills.
• Strong organizational and time management skills.
• Ability to adapt to changing priorities.
• Knowledge of Office policies, procedures, mission and structure.
• Familiarity with criminal procedure rules and legal terminology.
• Ability to handle sensitive information with discretion and professionalism.
• Ability to work under pressure and maintain composure under stressful situations.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand; walk; sit; and talk and hear. The employee is occasionally required to use hands to finger, handle or feel objects, tools or controls; reach with hands or arms; and stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision and depth perception.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function.

The noise level in the work environment is usually moderate.