Deputy Judicial Administrative Assistant - Division 27

Department: Division 27

County or State Funded: State

Exempt or Non-exempt: Non-exempt

Paygrade: S-18

Salary: $17.03 per hour

Basic Function and Responsibility:

To provide technical, administrative, and direct clerical support to the judge or commissioner of the division. Manage the logistical functioning and flow of courtroom activities. Assist and provide information to attorneys, defendants, court staff, etc., and perform related duties.

Appointing Authority and Supervision Received: 

The court administrator is the appointing authority.  The deputy judicial administrative assistant receives direct supervision by the judge or commissioner of the division assigned.

Supervision Exercised:

None.

Characteristic and Assigned Duties: (The following duties are representative of the position and do not include all duties which may be performed.)

• Perform case processing in receiving and initiating case files.
• Review legal documents for necessary information required for filing; determine processing required and takes necessary action in accordance with court rules requiring a detailed knowledge of applicable terminology, rules and procedures.
• Review and revise proposed orders and judgments submitted to the judge or commissioner.
• Prepare a variety of documents related to court operations including court orders, court calendars, notices of hearings, court appearances or reports.
• Coordinate the flow of documents necessary for court assignments and properly queues electronically filed proceedings for processing.
• Enter orders, court dates, pleadings and other court matters.
• Create and process copies of official legal documents.
• Type court-related documents such as judgment and sentence and correspondence.
• Assist and communicate with the judge or commissioner; serve as secretary to judge or commissioner; maintain appointment schedules; maintain the judge’s or commissioner’s calendar; maintain files of correspondence and court documents; inform the judge or commissioner of case activity and scheduling concerns.

• Perform a variety of office administrative tasks, prepare status reports, may prepare routine financial and budget reports; prepare filing systems; plan and maintain an adequate supply of office materials and supplies; relay complex and important instructions and messages.
• Perform technical duties such as reviewing judgments, preparing warrants, summonses, garnishments and executions, bond settings, and docket control.
• May check work queues and run statistical reports to determine motions and filings pending in the division.
• Perform necessary duties in setting hearings, conferences, reviews, meetings and trials, docketing actions taken by the judge or commissioner in pending cases and completing work required to move cases to timely conclusion.
• Run reports to track new cases assigned to the division and cases without future hearings.
• Check-in attorneys and litigants.
• Record appearances of parties and attorneys at hearings.
• Make docket entries to reflect case progress.
• Operate electronic sound recording equipment.
• Secure information from public records.
• Open and close court sessions.
• May monitor and maintain security in the courtroom during proceedings or notify security staff of possible adverse actions that may affect courtroom security.
• Maintain orderly appearance of courtroom.
• Provide information and customer assistance in person, via telephone, email or other mediums.
• Contact attorneys and other court personnel to resolve technical discrepancies with court filings.
• Contact attorneys to request proposed orders and judgments or supplemental documents.
• Interact with the public in a timely and courteous manner.
• Interview, screens, and refer callers and visitors, answer various inquiries personally.
• Assist with on-the-job training for new staff.
• Perform related work as required to include but not limited to serve on teams and committees as assigned, cross-train for other jobs as assigned, and work on special projects as assigned.
• Perform other duties as required.

Knowledge, Skills, and Abilities: (This job description does not include specific physical requirements necessary to perform the job, such as, carrying, standing and lifting. Such requirements vary from position to position and may be determined by the appointing authority.)

• Basic knowledge of court procedures and policies, legal documents, laws & legal terminology pertaining to the court.
• Basic knowledge of organization, operation, functions, responsibilities, jurisdiction and/or procedures of the court.
• Knowledge of modern office practices and procedures.
• Ability to recognize, investigate, and analyze a variety of administrative problems and to devise effective solutions.
• Knowledge of arithmetic and basic financial record keeping.
• Knowledge of word processing, spreadsheets, and personal computers.
• Ability to work independently and manage time effectively while handling a high-volume workload in an environment subject to frequently changing priorities and high stress.
• Ability to exercise good judgment and make independent decisions in accordance with general policy and objective.
• Ability to maintain a variety of complex records and prepare reports from an automated system.
• Ability to work effectively in a fast-paced environment and to deal efficiently with interruptions while accurately completing detailed work within tight deadlines.
• Requires strong time management and organization skills with the ability to be detail oriented.
• Ability to compile and maintain accurate records.
• Ability to communicate effectively with others, both orally and in writing, in a tactful and courteous and professional manner with diverse parties.
• Ability to work with minimal supervision and follow oral and written instructions.
• Ability to work with and maintain confidential information.
• Ability to make sound decisions in accordance with laws, regulations and court policies and procedures.
• Ability to work and relate in a positive fashion toward individuals from diverse backgrounds and maintain effective working relationships.
• Skilled in the operation of standard computer software and office machines including computers, typewriters and copier/printer/scanner/fax.
• Excellent telephone skills & skill in typing 35-50 WPM, depending on assignment.

Minimum Qualifications: (Equivalent combination of relevant education and experience may be substituted on a year-for-year basis, provided a high school diploma or GED has been obtained.)

High school diploma or recognized equivalent; one year of varied administrative experience performing a wide range of technical office duties.

Necessary Special Requirement: 

All candidates selected for employment will be subject to background screenings as part of the hiring process.  Certain positions may also require additional checks, including but not limited to education verification, child abuse and neglect clearances, drug screenings, and physical assessments, as applicable to the responsibilities of the role. 

Equal Opportunity Employer