Judicial Assistant - Circuit Court

Division: Judiciary
Salary: $38,980.62 ANNUAL + Benefits
Position Type: FULLTIME
Funding: State Funded
Hours: 40 hours per week
Occupation Code: Judicial Assistant - Circuit Court
Working Title: Judicial Assistant

Description

This is very responsible work performing a variety of administrative and secretarial duties in managing the office of a Circuit Court Judge. The position is responsible for administrative, secretarial and clerical tasks of high responsibility. Work involves displaying initiative, good judgment, professionalism, follow-through, the ability to multi-task and readily adapt to fast-changing priorities, neatness and organizational skills, and a strong work ethic. Frequent working contacts are made with judges, offices of the Clerk of Court, Administrative Office of the Courts, State Attorney, Public Defender, private attorneys, law clerks, state and local law enforcement, witnesses, bailiffs, criminal justice and social service professionals, the news media and the general public. Work is often of a sensitive and confidential nature. The Judicial Assistant must observe high standards of conduct. Work requires independent judgment and is performed under the general supervision of a Circuit Court Judge.

Responsibilities

• Prepares and manages the Judge’s court and professional calendar coordinating and scheduling motions, pre-trial hearings, trials, conferences, and committee meetings; maintains trial dockets, continuances and trial orders; assists attorneys with procedures on filing motions and hearing dates.
• Provides organizational support for the judge’s caseload, including preparing orders, docketing jury instructions and a list of pending cases; ordering jurors; and coordinating in-house services, such as interpreters.
• Reviews case files for accuracy, format compliance and completeness before scheduled hearings.
• Acts as the Judge’s liaison to assist and inform litigants, attorneys, law enforcement personnel, and witnesses concerning court procedure and policy.
• Screens telephone calls and visitors to the judge’s office; provides information, resolves issues, directs caller/visitor to proper personnel or agency, or takes messages.
• Performs routine clerical tasks such as reviewing, distributing and responding to incoming mail; performing data entry, ordering office supplies, maintaining files/records, faxing or photocopying.
• Composes and/or edits correspondence, memoranda, directives, notices, orders, reports, e-mails, and other documents observing strict confidentiality.
• Prepares yearly financial disclosures forms; makes travel arrangements and processes travel vouchers.
• Researches information on hearing dates for other agencies; prepares notices of hearings for cases set on the calendar by the judge.
• Interacts with attorneys and litigants and their family members to resolve problems such as scheduling conflicts or other case-related issues.
• May conduct limited case law research using an electronic database such as Lexis-Nexis.
• Performs related work as required.

Qualifications

High School Diploma, or equivalent, two years of college or vocational school education in paralegal, secretarial skills, computer operations or a closely related field; and four years of responsible experience as a legal secretary or paralegal; or any equivalent combination of education and experience that provides the following knowledge, abilities and skills:
• Working knowledge of trial court rules and procedures.
• Excellent legal secretary and administrative skills.
• Excellent interpersonal skills.
• Excellent computer software knowledge: MS Office, Mentis, ECourtesy, Criminal Justice Information System (CJIS), Odyssey, E-Filing, Office 365, Outlook, Mocha.
• Excellent typing skills.
• Thorough knowledge of business English, spelling and punctuation.
• Ability to communicate clearly and concisely, orally and in writing.
• Ability to work with minimal supervision and recognize and establish work priorities.
• Ability to handle sensitive matters with integrity and confidentiality.
• Ability to handle individuals who are under stress with courtesy, tact and patience.
• Ability to organize and coordinate schedules of various individuals and/or groups on the court calendar.
• Ability to operate standard office equipment including personal computers and word processing and data entry applications for case management.
• Self-starter, independent.
• Bilingual English/Spanish preferred.

Physical Demands

Work involves a significant amount of standing, walking, sitting, talking, listening, and reaching with hands and arms; must be able to transfer up to 10 pounds.

Working Conditions

Moderate noise; business office setting.

Supplemental Questions

 
QDo you have an Associate's Degree?
QHow many years of experience do you have as a legal secretary or paralegal?
QDo you have experience as a Judicial Assistant?
QAre you fluent in Spanish?
QAre you currently employed by the Eleventh Judicial Circuit?
QAre you proficient in Mentis?
QAre you proficient in ECourtesy?
QAre you proficient in Criminal Justice Information System (CJIS)?
QAre you proficient in Odyssey?
QAre you proficient in E-Filing?
QAre you proficient in Office 365?
QHow did you learn about this vacancy?