Administrative Support Assistant - Court of Common Pleas

Objectives

This position provides comprehensive administrative support to the judges and court administration. The role provides assistance with court operations and administrative functions. This employee reports to the court administrator and the administrative judge.

Job Standards

High School education or equivalent is required, with at least three years of prior work experience (preferably as a legal secretary in a criminal or civil litigation setting). Must possess a valid driver’s license and acceptable driving record. All required licenses and certificates must be maintained as a condition of continued employment.

Essential Functions

• Provides administrative support to the judges and court administrator;
• Assist the court in responding to public records requests and digital recording requests;
• Assist the court in the logging and disposal of exhibits;
• Assist the court in maintaining records and statistics;
• Serve as backup coverage for judicial assistants, including all duties for the courtrooms to operate efficiently, including preparing necessary courtroom forms for hearings and operating the recording system, preparation of judicial entries, filing of entries, scheduling, and file preparation.
• Assist jury coordinators as needed and serve as a backup for the jury coordinators;
• Composes various types of correspondence and documents for the judge and court administrator to include: routine letters, memorandums, and judgment entries;
• Receives and greets clients and visitors;
• Communicates and interacts with parties, defendants, counsel, justice system partners, and the public;
• Answers telephone, screens calls, makes referrals, and gives and receives information;
• Handles client complaints and public inquiries;
• Performs typing, word processing, and related computer operations;
• Faxes and copies materials as requested;
• Assist other staff in their day-to-day office functions; and
• Other duties as assigned.
  
  

NON-ESSENTIAL JOB FUNCTIONS:

• Perform related non-essential functions as needed.
  
  

I. JOB REQUIREMENTS AND DIFFICULTY OF WORK:

Equipment: Employee uses the following equipment: computer, printer, scanner, fax machine, calculator, multi-line telephone, and copier. Individual uses appropriate personal protective equipment when necessary. The ability to safely operate a motor vehicle is required.

Critical Skills/Expertise:

• Knowledge of the Ohio Revised Code and office and county policies and procedures;
• General knowledge of court structure, processes, policies, procedures, and operations, and the ability to make practical application to assigned functions;
• General knowledge of the legal system, to include Ohio civil and criminal statutes and court process and procedure;
• Organize and prioritize work assignments, multi-task in a fast-paced environment;
• Maintain confidentiality;
• Work both independently and as a team;
• Ability to compose correspondence in an accurate and timely fashion;
• Accurately complete and maintain records, reports, and forms;
• Communicate professionally and effectively with internal and external customers, both orally and in writing;
• Operate a multi-line telephone system;
• Work effectively to de-escalate individuals who may be upset, distraught, irate, emotionally or mentally or otherwise unable to function within reasonable range of constructive behavior;
• Set and achieve goals;
• Apply critical thinking skills to define and solve problems, collect data, establish facts, and draw a valid conclusion using judgment and analytical skills;
• Type, edit, and proofread work;
• Follow and type from written and oral instructions;
• Efficiently operate computer programs such as, but not limited to, Microsoft Word, Excel, Outlook, and agency specific programs;
• Deliver excellent customer service, externally and internally;
• Proficiency in grammar, writing, mathematical skills, spelling, and punctuation;
• Thorough knowledge, adherence and aptitude to follow safety policies, procedures and practices; and
• Thorough knowledge, adherence and aptitude to follow federal, state, county, and department policies and procedures, laws and regulations.
  
  

II. DIFFICULTY OF WORK: Work consists of moderately complex, varied, standardized and non-standardized tasks requiring the application of numerous laws, rules, regulations, and procedures. Employee confronts a wide variety of problems that are solved by asking co-workers questions and drawing conclusions. Functions are broad in scope and generally require the resolution of problems.

III. RESPONSIBILITY:

Judges and Court Administrator provide general guidance, allowing the employee the ability to plan the procedures and methods to attain objectives. Employee makes choices or decisions without supervisory input on most daily activities, such as scheduling hearings and appointments, establishing priorities, making referrals, developing contacts with attorneys and other agencies and forming collaborative relationships with other department personnel within the county. Errors in work may cause inaccuracies in reports, records, or technical data resulting in inaccurate or incomplete information, which may cause disruptions in work of others and cause substantial inconvenience to the public, the client, court officials, and personnel.

IV. PERSONAL WORK RELATIONSHIPS:

Employee has direct contact with co-workers, employees in the court system, employees of other county offices, public and private sector employees, various local and state agencies, law enforcement personnel, legal representatives, and the general public. The purpose of these contacts is to ensure that policies and procedures are adhered to, maintain work flow and case schedules, and act as liaison for the agency with local, district, state, and federal offices.

V. PHYSICAL EFFORT AND WORK ENVIRONMENT:

Physical Requirements: Employee performs sedentary work, which may require lifting up to 15 pounds occasionally.

Physical Activity: The physical activities of the position are: climbing, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, manual dexterity, grasping, feeling, talking, and hearing.

Visual Activity: The visual activity of the job is close to the eyes.

Job Location: Employee works inside with no exposure to adverse environmental conditions.

The intent of this job description is to provide a representative summary of the major duties and responsibilities of the position. It is not intended to be an exhaustive or all-inclusive list of all job-related duties that a person in this position may be asked to perform.

Full job descriptions are available on the Class Specifications page.

Equal Opportunity Employer

M/F/D/V