Judicial Assistant

Starting Compensation:

$42,841.50/Annually

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Job Description:

JOB SUMMARY

• This is specialized secretarial work providing typing, organizational and related support to members of the Judiciary, and assisting associated staff members in the legal and/or judicial processing of cases, opinions and other actions.

• Work includes, in addition to traditional secretarial duties, the review of legal documents for completeness, timeliness, approvals, supporting material and other procedural requirements needed for consideration.

REPORTING RELATIONSHIPS

• The Judicial Secretary reports directly to a Common Pleas Judge.

ESSENTIAL JOB FUNCTIONS

• Types legal correspondence, orders, opinions, memoranda, agreements, petitions and other documents from recorded dictation, stenographic or other notes, handwritten drafts or other source material; proofreads such papers and corrects typographical errors; may take stenographic or other notes of dictated correspondence, documents and other items; establishes and maintains office files of such materials for staff use; prepares indices of such files for staff use; processes paperwork for official filings and distribution to related offices and individuals both within and outside of the court.

• Receives and reviews incoming mail; determines nature of material and procedural action required; identifies subject and relationship to current and/or historical cases; assembles available records, correspondence or other information and attaches for others use; refers materials not requiring judges attention to more appropriate office or individual; greets visitors and callers; determines nature of business; explains documents, approvals, actions and other procedural elements needed for action; insures understanding and accomplishment of same prior to referral to Judge; refers others to more appropriate office or individual for assistance.

• Notifies attorneys of need for pretrial conferences; coordinates schedules of judge and all attorneys involved; schedules conferences; secures courtroom or meeting room; notifies all parties (including the public) of date, time and place; sometimes acts as a liaison for the judge; makes arrangements for any needed equipment or other support; prepares summaries of background information in such cases for use in those conferences.

• Schedules appointments and meetings for Judge and other staff on daily basis; places telephone calls for judge and/or to provide secure information on his or her behalf; may compose routine correspondence such as cover letter, responses to invitations and referrals.

OTHER SPECIFIC TASKS OR DUTIES

• Conducts an inventory of chamber's supplies, notifies appropriate personnel when maintenance is required in the courtroom or chambers, and performs related work as required.

MINIMUM QUALIFICATIONS 

• Education equivalent to completion of high school, including and/or supplemented by coursework in standard business practices or clerical legal training.

• Four years of secretarial experience in a professional legal or judicial setting, which has included substantial involvement with cases or other matters under the Court of Common Pleas jurisdiction.

• Or any equivalent combination of acceptable education and experiences which has provided the knowledge, skills and abilities.

KNOWLEDGE, SKILLS AND ABILITIES

• Thorough knowledge of clerical practices and procedures governing documentation and processing of cases, opinions, memoranda, decisions and similar actions, commonly employed in governmental, legal and/or judicial offices.

• Thorough knowledge of English usage, grammar, spelling and punctuation, including terminology, as used in legal or judicial offices.

• Knowledge of the Court of Common Pleas functions, objectives, programs and procedural requirements

• Basic knowledge of the organizational relationship with the Court and related organizations.

• Skill in organizing workload, establishing priorities and completing clerical processing requirements.

• Skill in operating typewriting, work processing, copying and other office equipment, as required by work assignment.

• Ability to take accurate notes of discussions and dictated material in order to produce draft and/or final correspondence, documents an