Executive Assistant for the Porter Circuit Court

POSTION: Executive Assistant

DEPARTMENT: Porter County Circuit Court

STATUS: Full-Time

FLSA STATUS: Non-Exempt

WORK SCHEDULE: Monday - Friday, 8:30 AM - 4:30 PM

Incumbent serves as Executive Assistant for the Porter County Circuit Court, responsible for maintaining the Court's and Judge's calendar, assisting the public, and performing a variety of related clerical and coordinating duties.

I. DUTIES:

• Answers telephone and greets office visitors, determines nature of call or visit, provides requested information or instruction, takes messages and/or refers to appropriate individual or agency.
• Coordinates and sets daily court hearings, notifies attorneys and litigants of rescheduling as needed and prepares paperwork and sends out notice of scheduling changes.
• Maintains Judge's calendar, scheduling appointments and meetings and notifying appropriate parties of rescheduling.
• Processes a variety of documents with the Court, scheduling court dates, file-stamping and contacting attorneys to resolve any problems with documentation, pulling files, as needed, to confirm information in file. Primary assignment is to civil matters.
• Receives, sorts, and distributes department mail, file-stamping and obtaining the Judge's signature when needed, and returning copies to appropriate parties.
• Transcribes court orders, letters and other documents, copies and sends to appropriate parties, drafts orders for the Judge's signature. Drafts certain court orders.
• Maintains communication with the Clerk's Office, Jail, Probation Office, Public Defender's Office, Prosecutor's Office and multiple attorneys' offices regarding scheduling and cases.
• Researches and prints prior records from Odyssey system and Probation on each defendant. Determines if case needs to be transferred to another Court.
• Coordinates in-custodies by pulling files, checking Odyssey system and Probation list to determine if defendant has other cases and if they are on any form of probation. Transfers files to appropriate Court if defendant has pending cases or is on formal probation in that Court. Notifies appropriate parties of hearing.
• Interviews pro se Protective Order litigants and performs necessary electronic record checks and assists Court with preparation of Protections Order forms.
• Coordinates transfer of file by phoning proper Court and preparing Transfer Order. Prepares and types daily court list for the Clerk's Offices, types daily agenda sheet to be posted in public areas.
• Arranges for pro tem judges in the event of regular judge's absence, maintains records of time.
• Performs the duties of Court Bailiff as needed or as required by absence, including overseeing court proceedings, monitoring audience and ensuring proper court security, notifying Sheriff's Department when additional security is necessary.
• Performs the duties of Court Reporter as needed or as required by absence, including taping of court hearing, taking notes of the proceeding, and marking exhibits and documenting the proper information.
• Performs additional related duties as assigned.

II. JOB REQUIREMENTS AND DIFFICULTY OF WORK:

• High school diploma or GED required with experience in related field, ability to effectively perform the essential duties of the position.
• Knowledge of standard office policies and procedures.
• Knowledge of court proceedings, equipment, and functions and the ability to perform the duties of Bailiff and substitute Court Reporter as needed.
• Ability to read and interpret legal terminology and court documents.
• Knowledge of basic bookkeeping and ability to perform related arithmetic calculations.
• Ability to accurately maintain department files and court calendar.
• Excellent communication skills, spelling and punctuation, ability to type with speed and accuracy.

Job Type: Full-time

Pay: $48,346.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work Location: In person

Salary : $48,346