Judicial Assistant - Circuit Court (State Funded)

This is 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, Office of the Clerk of Courts, Administrative Office of the Courts, State Attorney's Office, Office of the Public Defender, private attorneys, law clerks, state and local law enforcement, witnesses, court specialists, criminal justice and social service professionals, the news media, and 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.

• Prepares and manages the judge’s court and professional calendar to coordinate and schedule motions, pre-trial hearings, trials, conferences, and committee meetings; maintains trial dockets, continuances and trial orders; and 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 for the judge’s office; provides information, resolves issues, directs callers/visitors to proper personnel or agency, and/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 and photocopying.
• Composes and/or edits correspondences, 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.
• Research information on hearing dates for other agencies; and prepares notices of hearings for cases set on the calendar by the judge.
• Interacts with attorneys, litigants and 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 LexisNexis.
• Performs related work as required.

• High School Diploma or GED.
• Two (2) years of college or vocational school education in paralegal, secretarial skills, computer operations or a closely related field.
• Four (4) years of responsible experience as a legal secretary or paralegal.

Knowledge, Skills and Abilities (KSAs):

• Excellent interpersonal, typing, legal secretary and administrative skills.
• Working knowledge of trial court rules and procedures.
• Ability to operate standard office equipment including personal computers and word processing and data entry applications for case management.
• Excellent computer software knowledge in Mentis, Microsoft Office 365, to include, but not limited to Outlook and Zoom; courtMAP, Criminal Justice Information System (CJIS), Odyssey, e-Filing, and Mocha.
• Thorough knowledge of business English, spelling and punctuation.
• Ability to communicate clearly and concisely, orally and in writing.
• Ability to be self-starter, independent, work with minimal supervision, 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.
• Bilingual in English/Spanish preferred.

Working Conditions:

• Moderate noise; business office setting.

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.