Job Description

Ardelle Associates is seeking a Legal Assistant/ Fact Witness Coordinator to support the U.S. Attorneys Office (USAO) in Lexington, KY.

RESPONSIBILITIES/DUTIES.

VICTIM NOTIFICATION

· Inputs data into applicable database(s); produces notification documents using the Victim Notification System (VNS); updates victim contact information in the VNS; runs reports using VNS as needed; mails victim notification letters (including preparing, metering, and delivering mail to the outgoing mail receptacle).

· Uses the database(s) to search for missing victim contacts. Secures and files necessary documentation related to those searches.

FILE MAINTENANCE

· Secures statistical or other information from files and related sources and inputs information into appropriate database and/or spreadsheet file.

· Maintains a record of active victim cases, including tracking all hearings and trials. Maintains a calendar system for active cases to keep other Victim Assistance Staff informed of the status of ongoing cases.

· Sorts and arranges material for filing and files material in alphabetical, numerical or chronological order. Locates filed material based on working knowledge of office filing system. Prepares cross references as necessary and as required, participates with office staff in file close-out.

GENERAL

· Utilizes, as required, other software applications; such as the Victim Notification System (VNS) and Microsoft word. Overall work assignment is characterized by varied and advanced functions of a variety of software types to perform assignments.

· Performs a variety of recordkeeping, reporting, and informational duties in support of the Victim Assistance Specialist. Compiles, maintains, and updates data, lists, and reports. Processes recurring documents with responsibility for checking actions for errors or omissions and to determine subsequent processing requirements.

· Operates copying/printing machine. Displays working familiarity with essential machine features to ensure the required number of copies are produced in the proper format. Collates and staples material as necessary.

· Answers the telephone and refers callers to staff members or takes messages as appropriate. Greets office visitors. Personally provides information or offers assistance to the extent authorized by supervisor.

· Reports, in writing, all victim-related contacts to Victim Assistance Specialist.

· Receives incoming mail for the Victim Assistance Program and ensures that it routes to the Victim Assistance Specialist for review.

· Stocks forms or other office supplies and notifies Victim Assistance Specialist and other pertinent personnel when reorder level is reached.

QUALIFICATIONS/ SKILLS

Good communication skills

Ability to review and analyze data and information from multiple sources

Ability to establish case/project files

Ability to enter and retrieve data from databases

Ability to prepare and format management reports

Ability to manipulate, transfer, compute and print information

Ability to prepare and correct reports and correspondence using word processing software

Schedule appointments

Obtain additional information from other agencies/organizations

Maintain internal status information on the disposition of designated information, files, and assets

Assure information is accurate and perform analytical computations necessary to process data

Provide administrative information and assistance concerning case or file to other agencies or organizations

Automated Litigation Assistance and Litigation Support experiences will be given special consideration

EDUCATION

High school Diploma is required, undergraduate degree is preferred

Experience in a legal/federal environment preferred.

Must be a U.S. Citizen and be able to pass a Department of Justice (DOJ) background investigation