Fact Witness Specialist

Description

Position Title: Fact Witness Specialist

Reports to: Operations Manager

Location: Charlotte, NC

Work Schedule: Full-Time, 8:30 am – 5:00 pm occasional work may be required on an as-needed basis which may include evenings, weekends and holidays

FLSA Status: Non-Exempt 

Position Summary: Aldevra is currently seeking a qualified Fact Witness Specialist to support the Department of Justice (DOJ), United States Attorney’s Office (USAO) – Western District of North Carolina in Charlotte, NC. We are looking for someone who brings a positive attitude, strong attention to detail, and clear communication. The right person will also connect with Aldevra’s core values of SOAR: Strong Integrity and Ethics, Outstanding Teamwork, Accountability-Driven, and Relentless Pursuit of Quality.

This position is contingent upon contract award.

DUTIES AND RESPONSIBILITIES

The essential functions include, but are not limited to the following:

• Provide witness management assistance prior to, during, and after trial. Typical assignments include: working directly with fact witnesses, provide assistance and support to ensure appearance for court, pre-trial conferences, and grand jury.   
• Receive visitors, field phone calls, questions and other inquiries from fact witnesses seeking information pertaining to court, pre-trial conferences, grand jury appearances and -expense reimbursement. Obtain pertinent information for files and documents necessary to arrange witness travel and reimbursements.   
• Initiate contact/notify fact witnesses concerning travel arrangements, appearance date/time, and determine any special circumstances or needs of the fact witness. 
• Confer with AUSA concerning fact witness appearance and special circumstances regarding witnesses (special authorizations, international witnesses, military/federal employee witnesses, or hostile witnesses). Complete and submit proper documentation for special authorizations and obtain prior approval before proceeding with travel arrangements. 
• Prior to fact witness’ appearance, ensure all travel documents and appearance date and time have been provided to witness. Make necessary arrangements for fact witness travel and lodging according to Department of Justice and USAO policies and procedures. This would include updating and getting appropriate signatures for annual MOU’s with Hotel’s. Annually ensure all forms are updated with current per diem rates and utilize the newest versions of all DOJ forms. 
• Meet with fact witnesses upon arrival to designated hearing or pre-trial conference, offer and perform courtroom orientation, accompany witness to court, ensure a safe waiting area is available, and collect necessary documentation and signatures for fact witness reimbursement documents. 
• Prepare and submit documentation for fact witness reimbursement, i.e. witness vouchers and other required documentation for fact witnesses. Furnish requested information concerning pending and completed fact witness vouchers. Gather required documentation and reconciled Government Travel Accounts.
• Obtain information, confer, and coordinate with the Court, Probation, Pretrial, U.S. Marshals Service, investigative agencies, and other counterparts, when necessary.
• Complete variable aspects of recurring documents in conformance with the rules governing their style and format. Compose original letters that do not require legal interpretations but require a good working knowledge of legal procedures and specialized terminology relevant to fact witness laws and regulations.
• Perform general office procedures pertaining to fact witness management, including, but not limited to: establish and maintain a variety of fact witness files, documents and databases; assemble documents and other information for fact witness file material and retention in accordance with established procedures and Department of Justice regulations; if requested, establish and maintain calendar and/or database of active and pending fact witness appearances; track hearings, trial dates, grand jury and scheduling conferences; perform other administrative and logistical fact witness management related duties as required/assigned.   
• Schedule appointments
• Answer inquiries regarding case-related information as maintained in the database 
• Answer inquiries regarding case-related status -Obtain additional information from other agencies/organizations  
• Maintain internal status information on the disposition of designated information, files, and assets 
• Assure information is accurate and perform analytical computations necessary to process data
• Provide administrative information