Executive Assistant for Juvenile Court

JOB TITLE: Executive Assistant

STATUS: Full time

WORK SCHEDULE: Monday – Friday (8:30 AM – 4:30 PM)

FLSA: Non-Exempt

DEPARTMENT: Juvenile Court

REPORTS TO: Juvenile Court Magistrate, Executive Director of Juvenile Justice Services

PURPOSE: The Executive Assistant is responsible for providing administrative support to the Court, managing day to day inflow and outflow of legal documents through the system, and providing for the Court's smooth operation.

GENERAL DUTIES AND RESPONSIBILITIES:

• Answer telephones, check voice mail, and process fax transmissions
• Process and handle requests for information
• Coordinates supply ordering with the Circuit Court
• Maintains JD and JS court calendar including scheduling of hearings, re-setting of hearings as needed and corresponding with appropriate parties regarding the availability of dates/times.
• Files exhibits as necessary
• Coordinate JC files for hearings and provide to the Court for review
• Prepare, file/copy and distribute (including mailing to pro se parties) CHINS orders and JT orders
• Verify that caption is correct such as cause number(s) and wording
• File DCS pleadings and distribute copies to the Court and DCS, including reports and motions
• File stamp DCS documents for DCS Legal Assistant and when DCS FCM, DCS Attorney, and CASA come for detention hearings
• Prepare, file, and distribute Order Appointing Public Defender/CASA when JT is filed
• Add CHINS parties to QUEST after filing appearances, or CASA and general public defender at CHINS Detention/Initial Hearings
• Prepare, file, copy and distribute (including to parents) JC and JT orders on rulings that had been taken under advisement
• Perform Court Reporter duties when Court Reporter is absent
• Print Protective Order documents
• Complete Protective Order documents, copy and distribute to parties after hearing and prior to their departure
• Complete appropriate cover sheet/notice of Protective Order and fax along with appropriate documentation to the Sheriff’s Department
• Prepare CCS as necessary
• Process JP mail
• Coordinates and schedules DNS testing and process results for private attorneys
• Coordinate in-custody hearings for all case types, including those in person and those held by telephone or by video conferencing
• Perform duties normally assigned to the other Executive Assistant when absent
• Perform duties of Bailiff as directed
• Attend training and staff meetings as directed
• File stamp, copy and distribute JD Hearing Orders to all parties, in person when feasible, and mail when necessary
• File stamp JD documents from probation and enter or update hearing dates in QUEST
• Verify that corresponding documents are filed together such as PDR, Parental Participation Petition, Petition for Modification, Modification Report
• Pull JD files for hearings and provide to the Magistrate a day ahead of hearing for review
• Prepare, file, copy and distribute (including the parents) JD orders on ruling taken under advisement
• Add JD parties (attorneys, including public defenders) to QUEST after filing appearances
• Performs other duties as directed

QUALIFICATIONS:

• Must be at least 21 years old
• Must be a Porter County Resident
• Must have a High School Diploma (or equivalent education certificate)

The job description for the position of Executive Assistant for the Porter Circuit Court (Juvenile Division) describes the duties and responsibilities for employment for this position. The above list does not constitute an exhaustive list of the responsibilities of the position.

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