Clerical Specialist II

Start Date: January 31, 2025 | End Date: February 14, 2025
County: Penobscot County
Job Type: Clerk

Hours:  Full-Time (40 hours per week)

Department:  District Attorney’s Office

FLSA Status: Non-exempt (hourly)

Reports to:  Office Manager and District Attorney

Pay Scale:  $21.59-$23.01/hour

Posting Date: January 31, 2025

Closing Date: February 14, 2025 or until filled

How to Apply: Submit application, letter of interest and resume to [email protected] or: 

Penobscot County

Attn:  Human Relations

97 Hammond Street

Bangor, ME  04401

Applications can be found at: https://www.penobscot-county.net/employment or the Administration Office located on the 1st floor of the County Administration Building, 97 Hammond Street, Bangor.

Job Summary:  The Clerical Specialist II is responsible for performing general clerical duties related to the functions and responsibilities of the Penobscot County District Attorney’s Office under the general supervision of the District Attorney.  The District Attorney’s Office operates according to the Maine Rules of Criminal Procedures and the Clerical Specialist II is responsible handling new cases from police departments by entering them into the computer and maintaining the records until the case is closed.  A Clerical Specialist II is also responsible for typing complaints, motions, correspondence, and subpoenas as needed and will supervise the discovery process to ensure appropriate discovery is provided in a timely manner and follow up on any extensive discovery request.  In absence of Office Manager, the Clerical Specialist II assumes responsibilities of the Officer Manager.

General Expectations:

• Be committed to the mission of the County
• Work as a member of a team in the performance of duties.
• Attend work regularly, be punctual for scheduled work and use time appropriately.
• Work in harmonious relationships with all county staff and community.
• Perform duties in a conscientious, cooperative manner.
• Perform required amount of work in a timely fashion with a minimum of errors.
• Be neat and maintain a professional appearance.
• Possess a valid Maine Driver’s license.
• Understand and work within Penobscot County Government and District Attorney’s Office Policies and Procedures.
• Work collaboratively as a member of a team with various groups of staff and elected officials depending on the issue addressed.
• Accept shared responsibility with other team members to successfully accomplish goal of each team of which he or she is a member.
• Assure quality in work performed in order to facilitate the delivery of quality services.
• Maintain confidence and protect the County by keeping information concerning clients and County operations confidential.

Essential Duties/Responsibilities:  

• Performs secretarial duties by typing complaints, motions, and correspondence, compiling criminal history, memoranda and briefs for District Attorneys.
• Greets and screens visitors to the office referring them to the appropriate staff members.
• Follows up on the cases by tracking them and entering new information into the computer (Justware System), and notifying the Police Officers of any new information that is needed. Reviews theft and OAS cases for appropriate sequence numbers, criminal history, possible additional charges and mandatory minimums and notifies District Attorney.
• Assures proper handling of correspondence from Attorneys or Defendants by placing them in the correct file and checking to make sure that action is taken as warranted.
• Maintains and organizes files of pending cases, filing of closed cases, and records pertinent to the operation of the Department.
• Reviews audio/visual evidence received from Law Enforcement Agencies and notifies appropriate personnel of information gathered (District Attorney, Law Enforcement Agency, DV Investigator).
• Assists attorneys, witnesses, victims, and citizens by answering any phone calls and answering questions if the answer is known or referring the caller to the person who is knowledgeable of the response.
• Researches and locates case law in criminal matters as requested.
• Assists the Department and Law Enforcement Agencies in researching and/or locating victims, witnesses and/or defendant through Spillman, Messenger, Justware and social media.
• Requests, receives and processes certified documentation for pending cases through the Courts.
• When necessary, transcribes audio files for the Department and Law Enforcement Agencies.
• Creates and maintains inventory list for the Department, updates as needed
• Maintains professional and technical knowledge by attending educational workshops; establishing personal networks; participating in professional societies.
• Contributes to team efforts by accomplishing related results as needed.
• Follows all County and Department personnel policies.
• Fulfills job function by participating as an active member of training; participating on county task forces and performing other responsibilities as assigned.
• Performs other duties as requested by the District Attorney and the Office Manager.

Special Assignments:

In absence of Office Manager, the Clerical Specialist II assumes responsibilities of the Officer Manager.

Special Assignment to be assigned once candidate is selected.

Knowledge/Skills/Experience required:

High School diploma or equivalent required, Degree in Paralegal Studies is preferred. Five (5) years of administrate/secretarial experience is required, Two (2) years working in a law environment is required.  Proficiency in Microsoft Office is required, use of Justware is preferred. Proficiency is use of all standard office equipment is required. Knowledge of the criminal justice procedures is preferred, and the ability to handle highly confidential information is required. Ability to effectively communicate with the public is required. Ability to work in a team setting with commitment to high level of customer service is required.  Must be able to multi-task, prioritize and work under pressure with accuracy and alertness to meet deadlines.  Must pass a full criminal and motor vehicle background check.

Work Environment:

The work environment characteristics described here are representative of those the incumbent encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Usual office conditions are present.  Noise level is usually quiet. Providing courier service for the office sometimes required. Can be a stressful environment as a result of having to meet tight statutory deadlines.

Physical Demands/Conditions/Requirements: 

The physical requirements described here are representative of those that must be met by the Incumbent to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit for extended period of time, talk, hear, bend, and reach overhead.  The employee is occasionally required to stand, walk and use hands to finger a standard computer keyboard, push & carry objects, use a computer, mouse, typewriter, telephone, copier, and other standard office equipment. Must be able to attend work on a regular basis.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, and the ability to adjust focus.

Penobscot County provides equal opportunity to all qualified employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.