Legal Administrative Specialist

• Work directly with fact witnesses before, during, and after court proceedings
• Coordinate witness appearances for court, pretrial conferences, and grand jury proceedings
• Provide witnesses with appearance details, travel documents, courtroom orientation, and onsite assistance
• Meet witnesses upon arrival and accompany them to hearings, conferences, or court as needed
• Identify special circumstances or witness needs that should be elevated to an Assistant United States Attorney
• Respond to witness questions regarding appearances, travel, lodging, and reimbursement

• Arrange witness travel and lodging in accordance with DOJ and USAO procedures
• Prepare documentation for special travel arrangements and obtain required approvals
• Collect receipts, signatures, and supporting records needed for witness reimbursement
• Prepare and submit witness vouchers and related reimbursement documentation
• Respond to inquiries regarding pending and completed witness vouchers and reimbursements
• Gather required documentation and reconcile Government Travel Accounts

• Receive visitors and respond to calls, questions, and inquiries from fact witnesses
• Prepare routine correspondence and recurring documents using required formats and terminology
• Track hearings, trial dates, grand jury appearances, conferences, and other witness activity
• Maintain calendars or databases of active and pending witness appearances when requested
• Use Microsoft Office for word processing, document creation, data entry, and records management
• Perform related administrative and logistical duties supporting witness management

• Establish and maintain witness files, documents, databases, calendars, and tracking records
• Assemble documents and information required for witness files, travel, and reimbursement processing
• Maintain records in accordance with DOJ procedures and retention requirements
• Protect confidential witness information and personally identifiable information
• Follow DOJ privacy, cybersecurity, confidentiality, and records-management requirements

• Confer with Assistant United States Attorneys regarding appearances and special circumstances
• Coordinate with the Court, Probation, Pretrial Services, and the U.S. Marshals Service
• Communicate with investigative agencies and other Government counterparts as needed
• Gather information needed to support witness appearances, travel, and case scheduling
• Escalate approval needs, special circumstances, and scheduling issues to appropriate personnel

• Experience providing clerical, administrative, legal-support or related office services
• Proficiency in Microsoft Office, word processing, document preparation, data entry, and database use
• Ability to review, analyze, and reconcile information from multiple sources
• Ability to establish and maintain files, calendars, reports, correspondence, and tracking records
• Ability to manage sensitive, confidential, and personally identifiable information
• Strong attention to detail and communication skills

• High school diploma or equivalent required
• Undergraduate degree preferred

• Charleston, WV 25301

• Travel may be required

• Monday–Friday, 40 hours per week

• Telework may be authorized

• U.S. citizenship required as it supports the U.S. federal government

• Department of Justice (DOJ)

• Employment Classification Eligibility — Nonexempt

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