Deputy Judicial Administrative Assistant

Department: Divisions/ Division 42

County or State Funded: State

Exempt or Non-Exempt: Non-Exempt

Pay Grade: S-18

Salary: $17.03

POSITION PURPOSE: To provide technical, administrative, and direct clerical support to the Judge/Commissioner of the Division.

MAJOR TASK STATEMENTS & REPRESENTATIVE ACTIVITIES (Percentage of Time): (The information contained herein is not intended to be an all-inclusive list of duties and responsibilities of the job; other tasks may be assigned. The area to which the job is assigned will govern which duties apply. Management reserves the right to amend and change responsibilities, work shift/schedule, facility, or department to meet business and organizational needs as necessary, including, but not limited to the re-assignment of employees and positions, elimination of positions, and opening, moving, or closing of facilities and units.)

50% Perform a variety of technical, administrative and clerical duties.

• Perform case processing in receiving and initiating case files.

• Review legal documents for necessary information required for filing; determine processing required and takes necessary action in accordance with court rules requiring a detailed knowledge of applicable terminology, rules and procedures.

• Review and revise proposed orders and judgments submitted to the Judge/Commissioner.

• Prepare a variety of documents related to court operations including court orders, court calendars, notices of hearings, court appearances or reports.

• Coordinate the flow of documents necessary for court assignments and properly queues electronically filed proceedings for processing.

• Enter orders, court dates, pleadings and other court matters.

• Create and process copies of official legal documents.

• Type court-related documents such as judgment and sentence and correspondence.

• Assist and communicate with the Judge/Commissioner; serve as secretary to Judge/Commissioner; maintain appointment schedules; maintain Judge’s/Commissioner's calendar; maintain files of correspondence and court documents; inform Judge/Commissioner of case activity and scheduling concerns.

• Perform a variety of office administrative tasks, prepare status reports, may prepare routine financial/budget reports; prepare filing systems; plan and maintain an adequate supply of office materials and supplies; relay complex and important instructions and messages.

• Perform technical duties such as reviewing judgments, preparing warrants, summonses, garnishments and executions, bond settings, and docket control.

• May check work queues and run statistical reports to determine motions and filings pending in the division.

• Perform necessary duties in setting hearings, conferences, reviews, meetings and trials, docketing actions taken by the Judge/Commissioner in pending cases and completing work required to move cases to timely conclusion.

• Run reports to track new cases assigned to the division and cases without future hearings.

25% Manage the logistical functioning and flow of courtroom activities.

• Check-in attorneys and litigants.

• Record appearances of parties and attorneys at hearings.

• Make docket entries to reflect case progress.

• ** Operate electronic sound recording equipment.

• Secure information from public records.

• Open and close court sessions.

• May monitor and maintain security in the courtroom during proceedings or notify security staff of possible adverse actions that may affect courtroom security.

• Maintain orderly appearance of courtroom.

25% Assist and provide information to attorneys, defendants, court staff, etc., and perform related duties.

• Provide information and customer assistance in person, via telephone, email or other mediums (without giving legal advice) (i.e., pro se litigants, attorneys, reporters, law enforcement, other judicial agencies, co-workers, supervisors and judges/commissioners).

• Contact attorneys and other court personnel to resolve technical discrepancies with court filings.

• Contact attorneys to request proposed orders and judgments or supplemental documents.

• Interact with the public in a timely and courteous manner.

• Interview, screens, and refer callers and visitors, answer various inquiries personally.

• Assist with on-the-job training for new staff.

• Perform related work as required to include but not limited to serve on teams/committees as assigned, cross-train for other jobs as assigned, and work on special projects as assigned.

SUPERVISION OF: None.

SUPERVISION BY: Judge/Commissioner provides direct supervision. **Judicial Administrative Assistant acts in a lead capacity in the assignment and review of work of subordinate division personnel.

SERVICE RESPONSIBILITY:

INTERNAL: Judiciary and all levels of Court staff.

EXTERNAL: Attorneys, defendants, law enforcement personnel and general public. Responds to requests for routine services. Responsible to ensure quality and timely delivery.

PRIMARY EQUIPMENT, TOOLS & MATERIALS USED: Computer, telephone, copier/printer/scanner/fax, court orders, and various reports and forms – computer generated or handwritten.

MINIMUM EDUCATION & EXPERIENCE: ( Education above the minimum stated may be substituted on a year for year basis for the required general experience; experience above the minimum stated may be substituted on a year for year basis for the required education.)

EDUCATION: Associate’s degree in related field, or at least 60 semester hrs from an institution of higher learning.

EXPERIENCE: One year of varied administrative experience performing a wide range of technical office duties.

SPECIAL REQUIREMENTS:

• Must submit to and pass criminal background check as prescribed by Courts.

• Employees in this position are subject to random and reasonable suspicion testing for illegal drug use.

KNOWLEDGE, SKILLS & ABILITIES: (This job description does not include specific physical requirements necessary to perform the job, such as, carrying, standing and lifting. Such requirements vary from position to position and may be determined by the appointing authority.)

• Basic knowledge of court procedures and policies, legal documents, laws & legal terminology pertaining to the Court.

• Basic knowledge of organization, operation, functions, responsibilities, jurisdiction and/or procedures of the Court.

• Knowledge of modern office practices and procedures.

• Ability to recognize, investigate, and analyze a variety of administrative problems and to devise effective solutions.

• Knowledge of arithmetic and basic financial record keeping.

• Knowledge of word processing, spreadsheets, and personal computers.

• Ability to work independently and manage time effectively while handling a high-volume workload in an environment subject to frequently changing priorities and high stress

• Ability to exercise good judgment and make independent decisions in accordance with general policy and objective.

• Ability to maintain a variety of complex records and prepare reports from an automated system.

• Ability to work effectively in a fast-paced environment and to deal efficiently with interruptions while accurately completing detailed work within tight deadlines.

• Requires strong time management and organization skills with the ability to be detail oriented.

• Ability to compile and maintain accurate records.

• Ability to communicate effectively with others, both orally and in writing, in a tactful and courteous and professional manner with diverse parties.

• Ability to work with minimal supervision and follow oral and written instructions.

• Ability to work with and maintain confidential information.

• Ability to make sound decisions in accordance with laws, regulations and Court policies and procedures.

• Ability to work and relate in a positive fashion toward individuals from diverse backgrounds and maintain effective working relationships.

• Skilled in the operation of standard computer software and office machines including computers, typewriters and copier/printer/scanner/fax.

• Excellent telephone skills & skill in typing 35-50 WPM, depending on assignment.

THE COURT IS AN EQUAL OPPORTUNITY EMPLOYER