Receptionist / Victims Advocate

CLASS TITLE: RECEPTIONIST/VICTIMS ADVOCATE

DEPARTMENT: Prosecuting Attorney

SUPERVISOR: Office Manager

RATE OF PAY: $20.44

FLSA CLASSIFICATION: Non-exempt

DATE: 08/01/2024

JOB SUMMARY

Under the supervision of the Office Manager, serves as an assistant to the Prosecuting Attorney, Assistant Prosecutors and clerical staff by providing legal and administrative support tasks, which require independent judgment, understanding of departmental operations and the policies and procedures of the Micigan Legal system, proficiency in data entry/word processing skills, and ability to handle a variety of tasks.

EXAMPLES OF DUTIES

Essential Duties:

• Process Felony and Misdemeanor criminal warrants.
• Collect documents from other departments within the building and distribute to clerical staff for proper processing.
• Downloads media submitted by law enforcement agencies to be placed into office files and to be discovered to defendants.
• Receives, screens and routes a high volume of telephone calls, exercising judgement and discretion in the release of information and method of priority with grace and tact.
• Process Appearances and discovery requests for defense attorneys.
• Responds to a variety of inquiries from various police agencies, court personnel, media, governmental agencies, Judges, lawyers and the public exercising discretion and using knowledge of departmental rules, practices and procedures.
• Screens and routes reports, correspondence and information for attorneys, exercising judgment as to importance and priority.
• Process Live Scan fingerprint emails and entry into the Karpel case management software.
• Prepares and files various documents and applications, including Felony, Misdemeanor and Juvenile Warrants, Witness Lists, Subpoenas, Writ of Habeas Corpus, Waiver of Extradition, Bench Warrants, Habitual Offender Notice, Nolle Prosequi, reports, and other time sensitive materials of a routine or confidential sensitive nature.
• Assist in processing Victim Rights requested forms, create file and update victim information into database; generate all Initial Victim Right’s letters and send to crime victims as mandated by the Michigan Crime Victim Right’s Act; inform victims and witness or their requirement to be present when subpoenaed as needed to assist the Victims’ Rights Advocate.
• Assist Victims’ Advocate by providing support and information services to victims of crimes. Lessen the inconveniences placed on those who have been subpoenaed to appear in court as witnesses. Assist with and develop Victims’ Rights Week events.
• Responsible for assisting with all victims’ rights files. Responsible for assisting in opening, processing and maintaining victim rights files on all cases subject to the Crime Victim Rights Act. Responsible for compliance with Crime Victim Rights Act.
• Be able to perform all functions as listed in the Victim Advocate-Witness Coordinator position.
• Remain informed of all current procedures, laws, and regulation pertinent to victims’ rights responsibilities, including attendance at training sessions, workshops, and seminars as directed the Prosecuting Attorney or Office Manager.
• Utilizes a variety of office equipment as needed to carry out expressed duties.
• Utilizes office systems such as Karpel case management software, AS400, Excel, PowerPoint and Word.
• Attain cross training in all other clerical staff positions and stay abreast of any changes in procedure for those positions.
• Performs legal tasks and duties assigned.

The above statements are intended to describe the general nature and level of work being performed by employees assigned this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.

EMPLOYMENT QUALIFICATIONS:

BEHAVIORAL CHARACTERISTICS

Enjoys interacting with team members, members of the public, other departmental staff, and partner agencies. Displays emotional maturity when interacting with others and is open to ideas different than their own. Team player who portrays a positive and helpful personality. Works well individually and displays initiative and a willingness to assist other team members or the office as a whole.

KNOWLEDGE, SKILLS, AND ABILITIES

Ability to multi-task and be accurate while maintaining a pleasant and professional atmosphere in a fast paced office setting. Must be able to effectively handle and cope with vicarious stress from many sources. Attention to detail, excellent communications, and strong typing skills are necessary for this position. Must be computer/phone literate and able to communicate effectively with the public.

LICENSES/CERTIFICATIONS

Possession of a valid Michigan Driver’s License to travel between courts and to attend training. Requires a personal background investigation including a criminal history check. Must be able to apply and qualify to be a licensed notary.

PHYSICAL DEMANDS

Duties require sufficient mobility to work in a normal office setting and use standard office equipment including a computer, vision to read printed materials and a computer screen and hearing and speech sufficient to communicate in person or over the telephone. These requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.

EDUCATION

Possession of a high school diploma, or the equivalent. College preferred but not required.

NECESSARY REQUIREMENTS

Must be able to multi-task and have excellent phone demeanor and communication skills. Also, must be able to learn, retain, and implement processes and procedures exactly as trained.

This class description intends to identify the major duties and requirements of the job and should not be interpreted as all-inclusive. Incumbents may be requested to perform job-related duties other than those outlined above and may be required to possess specific job-related knowledge for successful job performance.