JUDICIAL OPERATIONS ASSISTANT

Applications for this position will be reviewed on an ongoing basis after initial review date.  It is in the candidate’s best interest to apply as soon as possible. The first application review date will be Monday, March 24th, 2025. The hiring manager reserves the right to fill the position at any time.

The main function of the Judicial Operations Assistant (JOA), a.k.a. Courtroom Clerk, is to attend all trials and hearings in court and capture the overall outcome and the parties in attendance.

Our department is responsible for having a JOA present at each court trial/hearing to take minutes and receive any documents or exhibits for filing.
 
The JOA position is an exciting role within the Clerk’s Office and plays a vital part in the judicial system. We cover all hearings, calendars, and trials in all matters filed with the Superior Court. There is a wide variety of matters and various opportunities to learn and grow.
 
We work closely with Judges, attorneys, law clerks, and the general public in a professional courtroom setting.
 
We are looking for candidates with attention to detail and a passion for learning more about the judicial system.
 
For a more detailed description of duties please see the job description below.

BASIC FUNCTION
To create contemporaneous minutes, capture digitally recorded media, receive and document court exhibits and file same for all Superior Court proceedings pursuant to state law and court rules; to perform jury management and court calendar confirmations; and to provide technical customer service.

1. Prepares complex and detailed contemporaneous minutes and exhibit indices on high-volume court hearing calendars and trials in a Superior Courtroom setting for the following Superior Court case types:  Criminal, Civil, Domestic, Probate/Guardianship, Adoption/Parentage, Involuntary Treatment, and Juvenile. 
2. Maintains and controls all court documents, exhibits and depositions received and used during a trial; identifies, numbers, categorizes and maintains security of ex­hibits offered during court proceedings including high risk and contaminated exhibits such as weapons, drugs, money, and items containing bio-hazardous materials; maintains confidential records and/or information as directed by state law and court rules. 
3. Administers jury oaths in open court; maintains records of jurors excused or impaneled during court proceedings; creates record of witnesses called and sworn; provides jurors with all admitted exhibits for deliberation; reads jury verdict in open court and polls each juror for verification of verdict. 
4. Receives and creates a record of all legal documents, exhibits and depo­sitions filed in open court; obtains signatures of attorneys and litigants on pertinent documents before submission to the judge/commissioner; reviews documents, records, and exhibits for accuracy prior to filing ensuring compliance with state laws and court rules; enters, retrieves and updates information on statewide databases and Clerk Case Management System (CMS) relating to individual cases and calendars. 
5. Assists the general public, attorneys, legal staff, Superior court employees, Judges and Commissioners, and government agencies in person, by telephone or in writing by providing technical assistance and information; explains procedures and schedules; locates and provides information from Superior Court records while maintaining security and confidentiality as required; evaluates and diffuses sensitive and/or potentially volatile people and situations and reacts appropriately including contacting security when necessary; directs customers to other departments and agencies for further research assistance as needed. 
6. Acts as liaison on behalf of the Clerk's Office to Judges, Commissioners, law clerks, members of the legal community and the public. 
7. Researches, sorts, and routes court documents including statutorily confidential and court ordered sealed documents and records.
8. Performs all functions of Jury Management including answering telephones, data entry, receiving and processing mail, and preparing payroll for submission to the Finance Department; under strict timelines, prints and mails all jury summons for Superior and District courts; collects, records and tabulates statistics in a database; may implement special studies required for local, state, or departmental purposes; provides technical assistance and customer support to Superior and District court jury system users and jurors.  Prepares and provides professionally written responses to public inquiries regarding jury management. 
9. Utilizes voice mail and email for purposes of electronically scheduling, confirming, continuing, and striking hearings in order to prepare the daily motions calendars; maintains and monitors the Clerk's Office confirmation's website and electronic distribution and public displays of calendars. 
10. Performs related duties of a bailiff in his/her absence including coordinating changes to Judge's schedule, opening and closing court, and acting as liaison between the court, attorneys, public and jurors. 
11. Trains and/or reviews work of Judicial Operations Assistant trainees and supports staff in departmental procedures; when conducting training, meets with trainees on a weekly basis to discuss training status; prepares reports for the manager, supervisor and lead on trainees' progress; prepares and updates training manuals.

1. Recommends and assists in writing and updating procedures; collects, analyzes and reports division productivity data; de­signs and recommends new forms, information systems, and reports as appropriate. 
2. Performs select duties of Judicial Operations Assistant Lead as assigned; provides back up and peak work load coverage for co-workers and for other divisions in the Clerk's Office; performs Judicial Process Assistant  and Judicial Accounting Assistant duties as assigned. 
3. Testifies in court cases as a subject matter expert regarding Clerk's Office policies and procedures and statutory responsibilities as required. 
4. Serves on a variety of teams and committees as needed; may perform other related duties as assigned.