JOB SUMMARY

This is specialized secretarial work providing typing, organizational and related support to members of the Judiciary, and assisting associated staff members in the legal and/or judicial processing of cases, opinions and other actions. Work includes, in addition to traditional secretarial duties, the review of legal documents for completeness, timeliness, approvals, supporting material and other procedural requirements needed for consideration.

REPORTING RELATIONSHIPS

The Judicial Secretary resports directly to a Common Pleas Judge.

ESSENTIAL JOB FUNCTIONS

Types legal correspondence, orders, opinions, memoranda, agreements, petitions and other documents from recorded dictation, stenographic or other notes, handwritten drafts or other source material; proofreads such papers and corrects typographical errors; may take stenographic or other notes of dictated correspondence, documents and other items; establishes and maintains office files of such materials for staff use; prepares indices of such files for staff use; processes paperwork for official filings and distribution to related offices and individuals both within and outside of the court.

Receives and reviews incoming mail; determines nature of material and procedural action required; identifies subject and relationship to current and/or historical cases; assembles available records, correspondence or other information and attaches for others use; refers materials not requiring judges attention to more appropriate office or individual; greets visitors and callers; determines nature of business; explains documents, approvals, actions and other procedural elements needed for action; insures understanding and accomplishment of same prior to referral to Judge; refers others to more appropriate office or individual for assistance.

Notifies attorneys of need for pretrial conferences; coordinates schedules of judge and all attorneys involved; schedules conferences; secures courtroom or meeting room; notifies all parties (including the public) of date, time and place; sometimes acts as a liaison for the judge; makes arrangements for any needed equipment or other support; prepares summaries of background information in such cases for use in those conferences.

Schedules appointments and meetings for Judge and other staff on daily basis; places telephone calls for judge and/or to provide secure information on his or her behalf; may compose routine correspondence such as cover letter, responses to invitations and referrals.

OTHER SPECIFIC TASKS OR DUTIES

Conducts an inventory of chamber's supplies, notifies appropriate personnel when maintenance is required in the courtroom or chambers, and performs related work as required.

MINIMUM QUALIFICATIONS

Education equivalent to completion of high school, including and/or supplemented by course-work in standard business practices or clerical legal training. Four years of secretarial experience in a professional legal or judicial setting, which has included substantial involvement with cases or other matters under the Court of Common Pleas jurisdiction. Or any equivalent combination of acceptable education and experiences which has provided the knowledge, skills and abilities.

KNOWLEDGE, SKILLS AND ABILITIES

Thorough knowledge of clerical practices and procedures governing documentation and processing of cases, opinions, memoranda, decisions and similar actions, commonly employed in governmental, legal and/or judicial offices.

Thorough knowledge of English usage, grammar, spelling and punctuation, including terminology, as used in legal or judicial offices.

Knowledge of the Court of Common Pleas functions, objectives, programs and procedural requirements

Basic knowledge of the organizational relationship with the Court and related organizations.

Skill in organizing workload, establishing priorities and completing clerical processing requirements.

Skill in operating typewriting, work processing, copying and other office equipment, as required by work assignment.

Ability to take accurate notes of discussions and dictated material in order to produce draft and/or final correspondence, documents and other items.

Ability to establish and maintain effective working relationships with associates, callers, visitors, lawyers and representatives of other offices both within and outside of the judiciary.

REQUIRED LICENSES/CERTIFICATIONS/CLEARANCES

This position requires a pre-employment background check as required by policy to perform the duties.

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the employee is regularly required to sit sometimes for long periods of time. The employee has to be able to communicate with court and non-court personnel. The employee is frequently required to go from one location to another ie. Courtroom, Chambers and/or non-court offices.

The employee must regularly lift and/or move judicial files weighing up to 10 pounds. Occasionally there may be some lifting involving boxes with case files.

This position requires the ability to operate a laptop or PC and/or any other general office equipment.

The noise level in the work environment is usually moderate. (Office with typewriters/printers and light traffic)