Administrative Assistant/Victim Advocate

Summary of Duties:

Purpose of Classification:
The purpose of this classification is to provide administrative support to the Law Department and to assist victims and witnesses of violent crimes, sexual abuse and domestic crimes through the judicial process.



Essential Functions: 
The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Provides administrative/clerical support for the Law Department: relieves staff of routine administrative tasks: greets and directs visitors; screens telephone calls, mail, and other communications; types, composes, types, edits, or proofreads correspondence on behalf of management staff; records and/or transcribes correspondence, statements, minutes, or other information; keeps management informed of significant matters, messages, documentation, or other information; processes a variety of documentation associated with department operations within designated timeframes and per established procedures; and maintains confidentiality of departmental documentation and issues.

Answers telephone calls and greets visitors: ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; responds to requests for service/assistance; retrieves messages from voicemail; initiates and returns calls as necessary; and relays calls/messages.

Performs customer service functions in person, by telephone, by email, or by mail: provides information or assistance regarding department/division services, activities, forms, procedures, fees, or other issues; receives and/or disseminates forms/documentation; responds to routine questions/complaints; researches problems; initiates problem resolution; and refers complaints/problems to appropriate personnel.

Provides assistance to victims of crimes: contacts victim by phone or letter; completes intake forms; determines and evaluates victim experiences and needs; makes referrals and recommendations regarding counseling, safety needs and concerns, housing, food and other needs; explains and provides information and assistance regarding criminal justice processes, what to expect in their particular cases, victim's rights, victim notification of custody status changes and case information, temporary protective orders, bond conditions, compensation and restitution programs, etc.; and remains in contact with the victim throughout their case and provides updates and support.

Evaluates cases and offers appropriate recommendations: reviews police reports, 911 calls, pictures, medical records, criminal histories, etc.; gathers additional information as needed; compiles and submits data on high risk defendants to appropriate law enforcement and judicial agencies; assesses cases and make recommendations to prosecutors and investigators regarding case dispositions, victim's desires, defendant's criminal history, lethality factors, etc.; and refers cases as required by law to Department of Family and Children Services and Adult Protective Services.

Assists as a liaison between the prosecution team and victims: schedules interviews with victims, prosecutors and investigators; collaborates with prosecutors to ensure the victims voices are heard throughout the pendency of the case; relays victim information and requests to the prosecutors; assists prosecutors and investigators with necessary follow-up questions; assists with addressing transportation or safety issues; assists with preparing the victims to testify in court; and advises prosecutors of any violations of bond, Temporary Protective Orders or potential escalation of danger to the victim.

Performs community outreach: participates in community-based initiatives; provides information and education on issues related to domestic violence, violent crimes, victim assistance and related issues to the public, law enforcement, and others; serves on a variety of committees and task forces; and builds and maintains relationships with community officers and community-based advocates to coordinate services for mutual clients.

Performs related administrative duties in support of department operations: maintains victim information in case management system for statistical and communication purposes; requests reports, restitution amounts, medical bills etc. and assists with retrieving documents from court; prepares, updates and maintains prosecutor files; prepares subpoenas, motions, letters, and other legal documents; and obtains authorizations, such as medical releases, plea agreements and requests for protection orders.

Processes a variety of documentation associated with department operations, within designated timeframes and per established procedures: prepares, completes, receives, reviews, processes, forwards, or retains, as appropriate, various forms, reports, correspondence, victim impact statements, medical records, police reports, court records, subpoenas, and other documentation; compiles data for further processing or for use in preparation of department reports; and maintains computerized and/or hardcopy records.

Communicates with supervisor, other City employees, victims, attorneys, law enforcement, court personnel, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.

Operates various equipment as necessary to complete essential functions: operates a personal computer to enter, retrieve, review or modify data, utilizing  word processing, spreadsheet, database, presentation, Internet, e-mail, or other software; and operates general office or other equipment.

Additional Functions:
Performs other related duties as required.


Minimum Qualifications:
Associate degree in Administrative Services, Legal Services, or a related field required; supplemented by two years of experience in providing administrative support and victim advocacy; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

Specific Licenses or Certifications Required:  Must possess and maintain a valid  driver's license and be eligible for coverage under the City’s vehicle insurance carrier.  Victim Advocate certification preferred. 

Specific Knowledge, Skills, or Abilities: Must be able to demonstrate proficiency in performance of the essential functions and learn, comprehend, and apply all County or departmental policies, practices, and procedures necessary to function effectively in the position.

Performance Aptitudes:
Data Utilization: Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.

Human Interaction: Requires the ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.

Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.

Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.

Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.

Functional Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria.

Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria.