Overview

FLSA: Non-Exempt. This is an administrative position in the Consolidated Court System performing advanced secretarial and administrative duties for the Circuit Court Judge. Employee works under minimal supervision of the Judge, using independent judgment in making decisions, after orientation on the job, within policies and guidelines established by the County Consolidated Court system and County Board.

Essential Leadership Functions

Act with Integrity and Build Trust

• Demonstrate mutual respect, humility, and honesty in all interactions

• Speak up appropriately, even when expressing unpopular viewpoints

• Actively listen and remain open-minded to diverse perspectives

Drive for Results

• Set clear goals and objectives to motivate self and others to achieve outcomes

• Seek new opportunities to improve processes and drive sustainable results

• Hold self and others accountable through consistent evaluation and monitoring

Develop Talent and Effective Teams

• Foster a collaborative environment that encourages knowledge sharing and growth

• Provide mentorship and support to help self and others reach full potential

• Recognize and leverage diverse strengths within self and team

Lead with Vision and Strategy

• Understand and communicate a compelling vision that aligns with organizational goals

• Develop and execute comprehensive strategies to achieve long-term objectives

• Connect daily work to the bigger picture, inspiring self and others to contribute meaningfully

Lead with Paradoxical, Critical, and Agile Thinking

• Navigate complex situations by considering multiple perspectives

• Adapt quickly to changes and uncertainties in the work environment

• Make critical decisions using analytical skills, experience, and input from others

Build and Maintain Effective Relationships

• Communicate and collaborate effectively with stakeholders across the organization

• Influence others through coaching, consulting, and team-minded thinking

• Develop and sustain partnerships that create positive outcomes for all stakeholders

Cultivate Community Engagement and Provide Excellent Service

• Understand and address the needs and concerns of the community

• Incorporate community perspectives into decision-making processes

• Drive initiatives that create positive impacts beyond the organization

Demonstrate Emotional Intelligence

• Show self-awareness and manage emotions effectively in challenging situations

• Seek and respond constructively to feedback, even in the face of setbacks

• Balance empathy with accountability when leading self and working with others

Essential Job Functions

Maintains computerized court calendar by scheduling, rescheduling and amending all hearings as necessary. Prepares daily printout for distribution and posting on the afternoon prior to court hearings to keep others informed.

Receives legal documents and other information from the Clerk of Court's Office relevant to scheduling or for further review by the Judge.

Generates computer documents after scheduling hearings and prepares for the distribution of those documents to the appropriate attorneys, pro se litigants and Clerk of Court's Office for mailing and inclusion in the court file electronically.

Obtains necessary legal documents or other information as requested by the Judge.

Prepares and revises jury instructions and verdict forms as needed for trial. Prepares the appropriate number of copies when instructions are finalized.

Keeps constant surveillance on all cases to ensure they are moving in a timely fashion as prescribed by law and the judicial standards.

Prepares bonds in the Bonds Software Program during intake after the Judge has set the bond amount and the conditions for the defendant.

Coordinates the appointment of attorneys after Judge has reviewed request for court-appointed attorney and granted petition.

Maintains strict confidentiality of work-related matters.

Processes all incoming legal documents, briefs, motions, correspondence from attorneys, law firms, pro se litigants and general public both by mail and through the e-filing system.

Works closely with Clerk of Court's Office, Probate Offices, legal offices, Sheriff Department and District Attorney's Office.

Serves as receptionist, receiving, screening and placing telephone calls; answers routine requests; greets and directs callers.

Opens and sorts mail received by the court and, if applicable, will respond to inquiries on own initiative.

Prepares letters, notices, orders, legal forms, reports and decisions of the court involving financial, legal, technical and other specialized terminology.

Organizes, maintains and assumes custodial responsibilities for judge's interdepartmental files and records.

Uses computers and CCAP software programs with multiple window functions including the CCAP e-filing software.

Composes a variety of correspondence, reports, legal forms on own initiative as well as under general instruction from the judge; types same.

In this public service position, employee is required to be courteous, cooperative and respectful at all times, with the public and clients. Also establishes and maintains a courteous, cooperative and respectful working relationship with other employees, supervisors and public officials.

Physical demands: Sits at desk, uses hearing, near vision and fingering for typing, word processing, calculators or other office machines. Uses verbal communication to talk to clients, callers, and County staff. Sits, stands, walks, bends, reaches, and moves about the office and other County offices intermittently throughout the day. Handles papers and manuals, etc., copy paper and other office materials.

Related Job Functions

Assists other Judicial Assistants as necessary and Clerk of Court staff when Judge is gone.

This job description is not intended to encompass every job duty or responsibility but is only illustrative. This position is required to perform other duties as may be assigned or required.

Knowledge, Skills and Abilities

Knowledge of and ability to use legal terminology.

Skill in the use of computers and Microsoft Word.

Skill in good composition, spelling and grammar; good communication, written and oral.

Ability to take notes rapidly and accurately.

Ability to draft correspondence and/or other minor documents as directed.

Ability to accurately record and file court records.

Ability to use computers and word processing.

Ability to work with minimal supervision, using independent judgment and decision making skills as necessary.

Ability to maintain a high degree of personal integrity and confidentiality of work related matters.

Ability to work with interruptions and change task priorities at the Judge's request.

Ability to assess situations and solve problems.

Ability to screen callers and prioritize job duties.

Ability to take initiative in making decisions.

Ability to deal pleasantly and tactfully with attorneys and coworkers, and with the public sometimes under stressful or threatening circumstances.

Training, Experience and Other Requirements

Graduation from an accredited high school with courses in office practice and procedure.

Advanced legal administrative, paralegal training or equivalent.

Three (3) years legal secretarial experience or closely related legal work.

Excellent clerical and computer skills and excellent interpersonal skills in dealing with people on the phone and in person.