Witness Coordinator

ROLE

We are seeking an experienced Paralegal to assist the United States Attorney’s Office (USAO), Northern District of New York. Your scope of work will include managing fact witnesses, coordinating their court appearances, arranging travel, processing reimbursements, and ensuring compliance with DOJ procedures.

This is a full-time opportunity in which we’ll provide competitive pay, comprehensive benefits, and job stability and security.

Apply today

RESPONSIBILITIES

• Assist fact witnesses directly to ensure their appearance at court
• Support fact witnesses during pre-trial conferences and grand jury sessions
• Receive visitors and handle phone calls from fact witnesses seeking information
• Provide details on court appearances, pre-trial conferences, and grand jury sessions
• Assist fact witnesses with questions regarding expense reimbursement
• Gather necessary information for files and documents
• Arrange travel for fact witnesses
• Process reimbursements related to witness travel
• Initiate contact with fact witnesses to notify them of travel arrangements
• Confirm appearance dates and times with fact witnesses
• Assess special circumstances or needs of fact witnesses
• Notify the AUSA when special circumstances arise
• Confer with AUSAs, agents, and support staff about fact witness appearances
• Discuss any special circumstances such as unusual expenses, international witnesses, or hostile witnesses
• Complete and submit documentation for special authorizations
• Obtain prior approvals for special authorizations as needed
• Ensure all travel documents are provided to witnesses before their court appearance
• Verify appearance details with fact witnesses before court
• Arrange travel and lodging according to Department of Justice and USAO policies
• Meet with fact witnesses upon their arrival at hearings or pre-trial conferences
• Offer courtroom orientation to fact witnesses
• Accompany fact witnesses to court and ensure a safe waiting area
• Collect necessary documentation for witness reimbursement
• Prepare and submit documentation for fact witness reimbursement
• Complete vouchers and other required paperwork for witness reimbursement
• Provide information on pending and completed vouchers when requested
• Gather necessary documentation for reimbursements
• Reconcile Government Travel Accounts related to fact witnesses
• Coordinate with the Court, Probation, Pretrial, U.S. Marshals Service, and investigative agencies
• Share relevant information with other counterparts as needed
• Complete recurring documents according to style and format rules
• Compose original letters using legal procedures and specialized terminology
• Perform general office procedures related to fact witness management
• Establish and maintain a variety of files, documents, and databases for fact witnesses
• Assemble materials for fact witness files according to procedures and regulations
• Maintain calendars and databases of active and pending appearances
• Track hearings, trial dates, grand jury sessions, and scheduling conferences
• Travel to other offices within the district (Syracuse, Binghamton, Plattsburgh, or Utica) as needed
• Provide trial or grand jury assistance in other district offices
• Attend training sessions as required

KNOWLEDGE & SKILLS

• Knowledge of legal procedures and terminology
• Proficiency in Microsoft Office (e.g., Excel, Outlook, Word, etc.) and Adobe
• Strong communication, analysis, and organizational skills

BACKGROUND

• Exp. working in a legal setting preferred
• Exp. working in an administrative role preferred
• Must have a valid driver’s license

EDUCATION

• High School Diploma required
• Undergraduate degree preferred

LOCATION

• Albany, NY 12207

TELEWORK

• Telework may be authorized

CLEARANCE

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

CLIENT

• Department of Justice (DOJ)

TRAVEL

• Travel is required

WORK HOURS

• 40 hours a week
• 8 hours per day

EMPLOYMENT CLASSIFICATION

• Employment Classification Eligibility — Nonexempt

RELOCATION

• Not eligible for relocation benefits

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KMRG, LLC is an Equal Opportunity/Affirmative Action (EEO/AA) employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex, gender identity, sexual orientation, ancestry, national origin, age, marital or civil partnership status, mental disability, physical disability, medical condition, pregnancy, maternity status, political affiliation, military or veteran status, genetic information, traits historically associated with race, or any other basis prohibited by federal, state, and/or local law.

Other Considerations. Applicants will be subject to a background investigation. Individual’s primary workstation is located in an office area. The noise level in this environment is low to moderate. Regularly required to sit for extended periods up to 100% of the time; frequently required to move about to access file cabinets and use office equipment such as PC, copier, fax, telephone, cell phone, etc. Occasionally required to reach overhead, bend, and lift objects of up to 10 lbs. Specific vision abilities required by this job include the use of computer monitor screens up to 100% of the time.