Assistant Victim Advocate

GENERAL PURPOSE
The Assistant Victims Advocate position is responsible for assisting the Child Abuse Coordinator/Victims Advocate by accompanying victims to trials and preliminary hearings. The individual in this position will provide a variety of services in procedures, including workflow or similar processing methods and techniques. Work may include the personal performance of substantive processing, but the primary work emphasis is on assisting the Child Abuse Coordinator/Victims Advocate as well as the responsibility of traditional secretarial support services, as needed.

The Pennsylvania Commission on Crime and Delinquency (PCCD) grant, through the Northampton County District Attorney’s Office, funds this position.

SUPERVISION RECEIVED
This position reports directly to the District Attorney and Child Abuse Coordinator/Victims Advocate.

SUPERVISION EXERCISED
This position is responsible for supervision over the following classification: Clerical Technician 3 – District Attorney (RASA).

ESSENTIAL DUTIES OF THE POSITION
Assists the Child Abuse Coordinator/Victims Advocate by accompanying victims to Court for trials, preliminary hearings, etc.

Performs general telephone communications.

Performs typing, data entry, duplicating, filing, documentation and preparation of letters as needed by the Child Abuse Coordinator/Victims Advocate.

Assists in explaining services and providing basic information regarding the Victim Witness Advocate program.

Establishes working relationships with police agencies and departments to perform job related tasks.

Determines extent and efficiency of existing office procedures and workflow. Recommends changes in processing, order of work accomplishment, nature and/or extent of verifications, and similar office workload activities.

Works with management, technical and/or clerical personnel to improve timeliness, completeness, and effectiveness of work in relationship to the Rights and Services Act (RASA) grant requirements.

Reviews incoming and victim response mail and determines nature of material, priority, and procedural action required. Routes items for managerial review, if needed.

Greets victims/witnesses and callers and determines nature of business. Answers inquiries regarding decisions, current activities underway or anticipated, approvals, and/or other actions. May refer inquiries to other offices for assistance.

Creates correspondence, memoranda, reports, opinions, documents, handwritten drafts and similarly narrative/statistical information pertaining to victims.

Composes routine correspondence such as cover letters, responses to invitations, and referrals.

Establishes and maintains office files for information materials provided to victims and witnesses.

Reviews files to ensure all victims are identified so notification as specified in the Victim’s Bill of Rights is completed.

Reviews restitution forms for accuracy and completeness.

*An employee assigned to this title shall perform a majority, but may not perform all, of the duties listed in this job description. Conversely, minor level duties performed on the job may not be listed. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

REQUIRED MINIMUM QUALIFICATIONS

EDUCATION & EXPERIENCE – Completion of a high school, or general equivalency diploma; AND

At least two (2) years of full-time professional clerical or secretarial work experience. Experience in an administrative, professional, governmental, or judicial setting is preferred but not required.

OTHER REQUIREMENT – The Assistant Victims Advocate must complete ten (10) hours of advanced training which can completed in person, or remotely via computer. This training will be completed within the first three (3) months of employment.

KNOWLEDGE, SKILLS, AND ABILITIES  
Knowledge of both the adult and juvenile criminal justice system, including the functional responsibilities of each component of the system.

Knowledge of the basic principles of the Victim Rights Program.

Good organizational skills with the ability to work independently and with minimal supervision.

Possession of a professional demeanor and positive attitude.

Knowledge of clerical procedural and processing requirements governing record keeping, documentation, and similar office functions in administrative, governmental, judicial, or similar office.

Thorough knowledge of English usage including grammar, spelling, and punctuation as used in clerical processing assignments in government or judicial offices.

Knowledge of administrative clerical methods and techniques used to manage and coordinate meetings, workflow, and similar functions.

Basic knowledge of the organizational and functional relationships within the County, Courts, and related organizations.

Ability to gather information from, and explaining procedures and/or processing requirements to, victims, witnesses, callers, clients, members of the public, and representatives from other offices, both within and outside of the County.

Skill in data entry and accurate typing.

Ability to use spreadsheets, databases, graphic, and/or similar computer programs when required by work assignment.

Ability to take accurate notes of discussions in order to produce a draft and/or final correspondence, documents, and other items.

Ability to establish and maintain effective working relationships with associates, victims, witnesses, callers, visitors, clients, representatives, and other offices.

Ability to read, write, speak, understand and communicate in English to perform the duties of this position.    

TOOLS AND EQUIPMENT
Telephone, personal computer (including word processing and spreadsheet software), calculator, writing implements, fax machine, copy machine, and paper shredder.

PHYSICAL DEMANDS
While performing the duties of this job, the employee is frequently required to walk, sit, talk or hear.  

The employee must occasionally lift and/or move up to twenty-five (25) pounds.  

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.

WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

The noise level in the work environment is usually quiet.

SELECTION GUIDELINES
Formal application, rating of education and experience, interview, and reference check as well as job related tests may be required. 

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
 

FLSA STATUS: FLSA NON-EXEMPT (ELIGIBLE FOR OVERTIME)
DESIGNATION: CAREER SERVICE
PAY GRADE: CS-22
UNION STATUS: NON-UNION

Created January 2023