Judicial Secretary I - Honorable Brian Sullivan (Civil Division)

SUMMARY:
Under the limited supervision of a Judge, provides administrative support services, organizing, coordinating and processing incoming and outgoing information, processing routine legal paperwork, and drafting correspondence for the Judge’s signature. Employees in this title are expected to maintain a professional appearance and demeanor.

ESSENTIAL FUNCTIONS:
• Manages daily office activities. Types, formats, and proofreads correspondence, reports, and other documents using computer software. Reads, screens, and determines appropriate response or proper destination for incoming mail; prepares out-going mail. Answers and screens telephone calls and receives visitors. 
• Arranges, schedules, and prepares calendars of meetings, and appointments. Prepares and distributes agendas and other materials. Attends meetings; records and prepares minutes for distribution. Maintains files of meeting notes and materials. 
• Develops responses to correspondence for judge’s signature.
• Takes and transcribes legal dictation. 
• Prepares confidential correspondence, reports, and other documents.
• Establishes and maintains filing system; maintains judge’s reference library.
• Provides information to attorneys, litigants and others regarding court procedures; compiles and analyzes information for reports and budgets.
• Summarizes and compiles various court opinions; compiles and maintains standard jury instructions and other information. 
• Inventories and orders necessary office supplies, equipment repairs and operation of standard office equipment.
• Assists Judge with various administrative duties.
• Performs other duties as assigned.

QUALIFICATIONS:
• High school graduation or its equivalent. 
• Four (4) years of progressively responsible administrative work experience.
• Experience using MS Office Suite and relevant software and systems.

KNOWLEDGE, SKILLS AND ABILITIES:
• Ability to apply general rules to specific problems to produce positive results.
• Ability to communicate to ask and answer questions and to explain Court procedures to internal and external customers in a courteous and professional manner.
• Ability to accept constructive direction.
• Ability to communicate information and ideas effectively so that others can understand.
• Ability to deal calmly and effectively in high stress situations.
• Ability to establish and maintain effective working relationships with coworkers, employees, officials and external contacts.
• Ability to meet and interact with the public and deal courteously and effectively with their questions or problems, seeking assistance when needed.
• Ability to operate office equipment.
• Ability to understand and carry out instructions and to request clarification when needed.
• Ability to use logic and reasoning to identify strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
• Skill in managing one’s own time, as well as the ability to meet deadlines.
• Thorough knowledge of Court processes and procedures.

PHYSICAL REQUIREMENTS:
•    Must be able to lift 25 lbs.

Additional Requirements:
•    Successful completion of criminal and IV-D background check, fingerprinting and rechecks.
•    Applicants must be eligible for employment authorization in the U.S.

The above statements describe the general nature and level of work performed by employees assigned to the title. Incumbents may be required to perform job-related responsibilities and tasks other than those stated in this description.  Specific job duties vary from position to position.

Grant funded positions are contingent on availability of grant funding and may be terminated should funding substantially reduce or cease. The affected employee may be considered as a candidate for other vacant positions within the Court for which they are qualified.