General Support
- Screen, greet and provide information and direction to attorneys, public/defendants and/or visitors
- Answer, assist and direct telephone calls appropriately
- Prepare, maintain and file statistical reports as directed
- Open and distribute mail; prepare mail for pick up; fax correspondence
- File/e-file documents through Court Forms database and e-filing interface
- Train Judge’s bailiff and secretaries or any other Court Support employee as directed
- Assist Director of Court Support Services with case file audits for Judges
- Provide coverage for the Judicial Programs Assistant
Judicial Secretary Support
- Create, prepare, type and copy various documents, including; sentencing entries, criminal and civil decisions, jury instructions and verdict forms, notices, decisions from staff attorneys, and correspondences
- Maintain appointment schedules and calendars for Judges and Magistrates when assigned
- Maintain office supplies for assigned areas
Judicial Bailiff Support
- Schedule trial dates, motion hearings, status conferences, bond hearings and dispositions in conjunction with the Assignment Office
- Assist in managing the assigned area’s weekly criminal and/or civil dockets; prepare case files and documents, record court actions for various documents; prepare courtroom for scheduled hearings
- Ensure the presence of all necessary participants (e.g. prosecutors, defense attorneys, defendants and deputies) by coordinating courtroom activities
- Serve as a liaison for the Judge with other agencies, Court departments, Clerk’s Office, litigants, lawyers, and other professionals to coordinate and/or facilitate aspects of the Court’s business
- Manage jurors as directed
- Facilitate and organize the flow of paperwork by using the Sherriff’s database and Clerk of Courts Case Management System
- Maintain docket statistics including tracking new cases, terminations, reactivations, and transferred cases; audit files ensuring accuracy; compile monthly statistical Supreme Court Report- Form A in conjunction with FCJS reports
- Maintain operation of the courtroom including security
The aforementioned duties are normal for this position. These are not to be construed as exclusive or all-inclusive.
Knowledge, Skills & Abilities Required to Perform Essential Job Functions:
- Ability to review, classify, categorize, prioritize, and/or analyze data, including exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.
- Ability to apply principles of persuasion and/or influence over others in coordinating activities of a project, program, or designated area of responsibility.
- Ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
- Ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
- Ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
- Ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.
- Ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria.
- Ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.
- Essential functions are regularly performed without exposure to adverse environmental conditions.
In addition to the Essential Job Functions and Knowledge, Skills, and Abilities identified, the following competencies are considered during the hiring process and are integral to the position:
Knowledge, Skills, and Abilities:
Possesses, acquires, and maintains the technical/professional expertise required to do the job effectively and to create solutions. Technical/professional expertise is demonstrated through problem-solving, applying professional judgment, and competent performance.
Decision-making/Problem Solving:
Makes sound, well-informed, and objective decisions promptly. Compares data, information, and input from a variety of sources to draw conclusions. Takes action that is consistent with available facts, constraints, and probable consequences. Applies both rational and creative processes to identify unknown root causes of problems. Based on the situation, decides the best course of action, implements the solution and evaluates the outcome. Calculates and evaluates the long-term consequences of a decision.
Stress Tolerance:
Maintains effective performance under pressure. Handles stress in a manner that is acceptable to others and the organization. Stays calm and even-tempered when handling crises, stressful situations, continuous change, or unexpected developments. Able to recover from difficult situations and is seen as a settling influence in a crisis.
Teamwork:
Works effectively in a team environment to accomplish organizational goals. Builds constructive working relationships with interested stakeholders to identify and meet mutual goals and objectives. Participates as an active and contributing member of teams with a focus on improving offender outcomes and department goals. Shares information and credit as appropriate for team accomplishments. Helps create and maintain strong morale and a feeling of belonging in his/her team. Acts as if "true success" is the success of the whole team.
Conflict Management:
Uses appropriate interpersonal styles and techniques to reduce tension and/or conflict between two or more people, can size up situations quickly, can identify common interests, and facilitate resolution. Steps up to conflicts and sees them as opportunities. Finds common ground and achieves cooperation without disruption to workflows or interpersonal relationships.
Cultural Competence:
Values an inclusive organization where the differences of all people are respected, valued, and utilized towards achieving common goals. Respects and relates well to people from varied backgrounds and understands diverse worldviews. Sensitive to group differences. Sees diversity as an opportunity, respectfully challenges bias and intolerance. Supports equal and fair treatment.
Communication:
Conveys and receives information and ideas through a variety of media to individuals or groups in a manner that engages the listener, helps them understand and retain the message and, invites response and feedback. Keeps others informed as appropriate. Demonstrates effective written, verbal, and listening skills.
Collaboration:
Develops and maintains effective working relationships with coworkers and stakeholders using strong interpersonal skills to meet mutual goals and objectives. Obtains cooperation from others. Seeks and encourages win-win alternatives.
Influence:
Uses appropriate interpersonal skills and techniques to gain support and acceptance for ideas or solutions. Uses influencing strategies to gain mutually beneficial agreements. Seeks to persuade rather than force solutions or impose decisions or regulations and recognizes personal autonomy of others.
Dependability and Reliability:
Personally responsible. Completes work in a timely, consistent manner and is committed to being available during business hours to further organizational goals. Demonstrates regular and punctual attendance and arrives prepared for work. Committed to doing the best job possible and diligently follows through on commitments. Consistently meets deadlines.