Senior Administrative Coordinator (Commonwealth's Attorney)

York County•Yorktown, VA

1d•Onsite

About The Position

Responsible for managing the overall administrative operation of the Commonwealth’s Attorney’s Office. Performs advanced administrative support work requiring an awareness of all activities, responsibilities, and programs of the department. Responsible for providing legal paraprofessional, secretarial, and specialized administrative management of the Commonwealth’s Attorney Office. Supervises, trains, and mentors’ office support staff. Primarily responsible for budgetary, personnel and procurement matters, to include the yearly budget analysis, the state budget, and grant monies oversight. Responsible for the Commonwealth’s Attorney records management program. Coordinates and directs administrative policies and procedures for the Office of the Commonwealth’s Attorney; supervises administrative staff and performs necessary administrative tasks needed to perform this duty such as issuing work assignments, maintaining leave and attendance and conducting performance evaluations; incumbent is expected to be able to perform the duties of every other support staff position and the paralegal position during an absence or as need requires. Handles fiscal responsibilities for the Commonwealth’s Attorney’s Office to include preparing purchase orders, requests for payment and requisitions; reviews expenditure statements and monitors the office budget; organizes and prepares budget submissions and performance management system reports. Assists the V-STOP prosecutor and any other grant-funded positions with the preparation and submission of bi-annual and annual progress reports. Certifies monthly Compensation Board report via the Compensation Board website; prepares, submits and certifies an annual Compensation Board budget to include requesting funds for personnel and equipment, and verifying information as it relates to program qualifications and certifications. Maintains the Prosecutor by Karpel (PbK) case management software to ensure that it is utilized to its fullest potential and that the database is accurate, current, and fully functional for effective and efficient use by all personnel in the office. Designated as Records Officer to implement and oversee Commonwealth’s Attorney records management program, and coordinating legal disposition, including destruction coordinates with York-Poquoson Sheriff’s Office, Virginia State Police, and Poquoson Police Department for the appropriate destruction of evidence. Develops and maintains the Commonwealth’s Attorney’s personnel policies and procedures; trains support staff; maintains departmental leave and attendance records and processes confidential personnel matters. Composes and drafts legal pleadings for the Commonwealth’s Attorney; conducts legal research; searches legal records; writes legal documents and correspondence; prepares legal documents, including briefs, pleadings, indictments, and appeal briefs. Prepares extradition and Governor’s Warrant paperwork for signature by the Commonwealth’s Attorney.

Requirements

Bachelor’s Degree and completion of a paralegal program or certification as a legal assistant, recognized by the American Bar Association, OR Associate’s Degree in criminology or a closely related field.
Some experience in a prosecutor’s or a criminal defense office.
Comprehensive knowledge of criminal law office procedures and practices.
Thorough knowledge of legal terminology and practices, including proper legal citation form.
Thorough knowledge of the preparation of various court orders, subpoenas, and other legal documents.
Ability to analyze and evaluate complex administrative situations.
Ability to research information through several processes.
Ability to exercise appropriate judgment in establishing priorities and taking actions.
Effective oral and written communication skills.
Ability to establish priorities and work procedures.
General knowledge of leadership techniques, principles, and procedures to assign work, schedule, supervise, train, and evaluate staff.
Thorough knowledge of personal computers and commonly used office software (word processing, spreadsheet, database, presentation).
Ability to use office technology and software applications accurately and efficiently.
Excellent customer service skills, including the ability to interact courteously and professionally with citizens and visitors.
Must be physically able to operate a variety of automated office machines.
Must be able to lift, carry, push, pull or otherwise move objects occasionally.

Nice To Haves

Completion of a paralegal program or certification as a legal assistant, recognized by the American Bar Association.
Experience in a prosecutor’s or a criminal defense office.

Responsibilities

Managing the overall administrative operation of the Commonwealth’s Attorney’s Office.
Providing legal paraprofessional, secretarial, and specialized administrative management.
Supervising, training, and mentoring office support staff.
Managing budgetary, personnel, and procurement matters, including yearly budget analysis, state budget, and grant monies oversight.
Overseeing the Commonwealth’s Attorney records management program.
Coordinating and directing administrative policies and procedures.
Issuing work assignments, maintaining leave and attendance, and conducting performance evaluations.
Performing duties of other support staff positions and the paralegal position during absences.
Handling fiscal responsibilities, including preparing purchase orders, requests for payment, and requisitions.
Reviewing expenditure statements and monitoring the office budget.
Organizing and preparing budget submissions and performance management system reports.
Assisting with the preparation and submission of bi-annual and annual progress reports for grant-funded positions.
Certifying monthly Compensation Board reports and preparing/submitting annual Compensation Board budgets.
Maintaining the Prosecutor by Karpel (PbK) case management software.
Implementing and overseeing the Commonwealth’s Attorney records management program, including legal disposition and destruction of evidence.
Developing and maintaining personnel policies and procedures.
Composing and drafting legal pleadings.
Conducting legal research and writing legal documents.
Preparing extradition and Governor’s Warrant paperwork.