Deputy Judicial Administrative Assistant - Division 43

Department:   Division / Division 43
County or State Funded: State Funded
Exempt or Non-Exempt: Non-Exempt
Pay Grade:  S18
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: 

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.