Administrative Aide-Circuit Court

MARQUETTE COUNTY-To apply please complete the application available on our website: www.co.marquette.mi.us

ADMINISTRATIVE AIDE- Circuit Court

Pay Grade: 6

Starting pay rate: $23.54

Union: AFSCME 2914

General Summary

Under the supervision of a Circuit Court Judge or Director of Court Operations, regularly schedules matters to be heard by the Judge and coordinates the schedule of proceedings with the attorneys and other involved parties. Serves as secretary to a Judge and/or Referee and types correspondence, orders, opinions and other documents. Serves as Mediation Clerk for the Court and types orders, correspondence and notices and ensures timely compliance with court rules. Assists with the administrative functions of the court such as monitoring and maintaining records on court activity. Manages technical aspects of virtual courtroom including acting as host for remote proceedings. Prepares required reports for the State Court Administrative Office. May provide supportive assistance to all courts as needed.

Essential Functions

1. Schedules all matters to be heard by a Circuit Judge and/or Referee. Coordinates scheduling with attorneys, and other involved parties. Prepares files for daily schedule and ensure files are ready for court action. Schedules jury trials for Marquette Circuit Court Judges and visiting Judges. Coordinate alternate courtrooms/recorders when visiting judges are presiding over cases in our courtrooms. Maintain jury room and jury supplies during trials

2. Ensure all schedule adheres to Michigan Court Rules.

3. Attends hearings and operates the recording system during hearings and trials, when requested by a Judge. Facilitates and acts as host for virtual courtroom proceedings. Maintains the hearing logs, marks and maintains exhibits during the proceedings, and assures audio and video records are maintained for later transcription if necessary.

4. Serves as onsite resource for technological aspects of the courtroom. This includes staying current with all features of interfacing programs such as Zoom, Polycom, Court Display and DCRs.

5. Coordinate, monitor, and act as host for virtual courtroom (Zoom) hearings.

6. Serves as secretary to a Judge/Referee, includes transcribing dictation, opening and screening all mail, processing orders for signature, and determining matters needing the attention of the Judge/Referee.

7. Types correspondence, orders, notices, opinions, and other documents for the Judge/Referee. Drafts orders and correspondence upon verbal direction of the Judge/Referee or on own initiative.

8. Answers and screens all calls and visitors for the Judge/Referee, responds to inquiries regarding court schedule and procedures and determines whether the attention of the Judge/Referee is required.

9. Assists attorneys and the public by providing information on cases, court schedules, and court procedures. Schedules appointments and meetings for the Judge/Referee.

10. Receives requests for adjournments, determines whether both sides agree, and provides this information to Judge/Referee. Works with attorneys, other county offices, and the general public to reschedule matters.

11. Oversees case flow management of the court, attempting to process cases efficiently and avoid unnecessary delays. Monitors the progress of cases of assigned Judge/Referee through use of computer generated case flow management data and enters information on court actions to casefile and/computer. Attempts to stay within guidelines set by the Michigan Supreme Court for the final disposition of cases.

12. At the direction of the Judge/Referee, performs the functions of Mediation Clerk, includes coordinating mediation panels, preparing notices, providing written results to parties/attorneys, and following progress of cases to ensure timely compliance with court orders.

13. Schedules visiting judges and arranges courtroom space and reporter, coordinates cases for visiting judges, prepares reports for the State Court Administrative Office regarding cases heard by a visiting judge, and submits statements of visiting judges for payment.

14. Coordinates court activities with the County Clerk’s office regarding files, dockets, court proceedings, jury panels, adjournments and rescheduling and other matters. May be delegated by the Director of Court Operations to act as liaison to other departments on court operations.

15. Maintains records on court activity and works with Clerk to prepare the No-progress Calendar as required by Michigan Court Rules and prepares statistical reports required by the State Court Administrative Office.

16. Develops court-specific forms as need arises for use by litigants, providing detailed instructions on their use and court procedure with copies to appropriate departments for distribution.

17. Provides guidance to County Clerk and Friend of the Court staff regarding case-specific issues based on direction from the Family Court Judge.

18. Independently manages requests for CD’s or other media copies of hearings, and processes requests for certified transcripts by furnishing CD’s, logs and transmittals to a certified reporter or recorder for transcribing.

19. Manage and oversee the Alternative Dispute Resolution process.

20. Oversee and process Personal Protection Orders (PPO), Emergency Risk Protection Orders (ERPO), and PPO/ERPA violations; schedule and prepare orders ensuring they fall within the time requirements.

This list may not be inclusive of the total scope of job functions to be performed. Duties and responsibilities may be added, deleted, or modified at any time.

Employment Qualifications

Education: Associates degree or equivalent. Other relevant experience may be considered.

Experience: Two to three years of progressively responsible secretarial experience in a court, law office or related setting.

Other Requirements:

· Must be certified as an Electronic Court Recorder by the Michigan State Supreme Court within 18 months of hire.

The qualifications listed above are intended to represent the minimum skills and experience levels associated with performing the duties and responsibilities contained in this job description. The qualifications should not be viewed as expressing absolute employment or promotional standards, but as general guidelines that should be considered along with other job-related selection or promotional criteria.

Physical Requirements:

· Ability to access departmental files.

· Ability to enter and retrieve information from computerized files and word processing equipment.

· Requires prolonged periods of sitting and prolonged computer use.

· Ability to operate and maintain digital recording equipment in both courtrooms.

This job requires the ability to perform the essential functions contained in this description. These include, but are not limited to, the above requirements. Reasonable accommodations will be made for otherwise qualified applicants unable to fulfill one or more of these requirements.

Working Conditions:

· Works in office conditions.

· May be required to stay after 5 p.m. if a trial does not conclude or for jury eliberations.

· Works in regular contact with litigants and their attorneys in family and civil disputes.

· Exposure to persons charged and/or convicted of criminal offenses.

· Exposure to persons with various communicable diseases.

Job Type: Full-time

Pay: $23.54 per hour

Benefits:

• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Salary : $24