Court Judicial Assistant

Position Summary   

This position provides confidential and highly responsible administrative and varied support to the Circuit Court Judges and Community Service Coordinator.  This position also performs administrative support to Specialty Courts. 

Essential Functions   

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. To perform this job successfully, an individual must be able to perform each duty satisfactorily. Other duties may be required and assigned. 

1. Schedules court proceedings (hearings, trials, conferences, appointments, meetings, activities) for cases within guidelines established by the Judges. Prepares notices and notifies counsel/parties involved; contacts prisons and jails to arrange for inmates and appearances by phone or videoconferencing; maintains the court calendar for all Judges for the Circuit Court and resolves time conflicts. 
2. Maintains multi-agency calendar for others to accomplish scheduling within established guidelines. 
3. Performs case management duties; adheres to case processing guidelines and monitors case deadlines to ensure timelines are met. 
4. Conducts scheduling conferences and pretrial conferences as requested by the judge. 
5. Performs file management and maintains strict confidentiality for civil, criminal, traffic, family, paternity, small claims, and forfeiture case files. 
6. Assists Specialty Court and committee meetings with scheduling, managing files and recording participant attendance, start date, completion or revocation date; and provides other administrative support to the Court/Diversion team as needed. 
7. Serves as backup Deputy Register in Probate as needed. 
8. Provides administrative support to Community Service Coordinator as needed. 
9. Serves as receptionist to the Courts by answering and screening incoming calls and visitors; provides information or directs to appropriate staff, attorneys, other departments and other courts; assists public and self-represented litigants; accurately conveys detailed or important information and messages to others. 
10. Places conference calls, directs the public; responds to complex questions concerning the rules of the court, procedures, or the court calendar; provides liaison contract for attorneys, news media and the general public; handles confidential and sensitive information regarding circuit court cases/matters 
11. Performs dictation and transcription as needed. 
12. Sorts, copies, and distributes a variety of correspondence, deliveries, and mail; opens, logs, and routes office mail; retrieves, delivers, and sends faxes. 
13. Composes routine correspondence; proofreads and edits documents; enters, scans, updates, and maintains information in spreadsheets, databases, and reports. 
14. Maintains electronic and paper filing and record systems to provide easy access to records and information; provides retention of records as required. 
15. Updates the Judges’ in-chambers and bench libraries. 
16. Tracks progress, coordinates calendars and performs specialized communication and follow-up for cases in which a Judge is assigned in other counties. 
17. Oversees visiting Judges' use of courtrooms and provides administrative assistance as needed. 
18. Coordinate Family Court Commissioner’s court dates, schedule new divorce filings, and prepare and send notice to parties.
19. Other duties as assigned. 

Knowledge, Skills, and Abilities 

• Knowledge, skill, and ability to understand and use legal terminology, legal format, and processes.  
• Knowledge of standard and legal office practices, procedures, and clerical techniques 
• Knowledge of Wisconsin Statutes and ongoing statutory changes, procedural changes, and form changes. 
• Skill to take notes and accurately incorporate essential details in preparing legal documents.  
• Ability and skill to prepare Court documents in a timely and accurate manner.  
• Ability to perform detailed work accurately and independently in compliance with stringent time limits with minimal direction and supervision. 
• Ability to prioritize duties to accomplish a high volume of work product while adapting to constant changes in priority. 
• Ability to maintain accurate and legible notes. 
• Ability to read and accurately interpret statutory language regarding administrative details of the legal process. 
• Knowledge of administrative policies and procedures of the County.  
• Knowledge of current office practices and procedures and knowledge of the operation of standard office equipment and software.  
• Ability to establish and maintain accurate records of assigned activities and operations.  
• Ability to interpret and implement local policies and procedures; written instructions, general correspondence; Federal, State, and local regulations.   
• Skill in organizational and time management to prioritize duties to accomplish a high volume of work product while adapting to constant changes in priority.  
• Ability to think quickly, maintain self-control, and adapt to stressful situations.  
• Knowledge of computer software including word processing, spreadsheet and database applications consistent for this position.  
• Ability to perform mathematical calculations required of this position.  
• Ability to understand and effectively carry out verbal and written instructions.  
• Ability to apply sound judgment and discretion in performing duties, resolving problems and interpreting policies and regulations.  
• Ability to communicate detailed and often sensitive information effectively and concisely, both orally and in writing.  
• Ability to handle sensitive interpersonal situations calmly and tactfully.  
• Ability to maintain effective working relationships with individuals within and outside the organization.  
• Ability to maintain confidentiality and discretion regarding business-related files, reports and conversations, within the provision of open records laws.  
• Ability to work the allocated hours of the position and respond after hours as needed.  

Required Education, Experience, Licensing, and Certifications 

• Associates degree in a paralegal, criminal justice, legal assistant, or closely related field with three (3) year’s clerical work experience; or a high school diploma/equivalent with five (5) years clerical/office support work experience. 
• Previous customer services experience required. 
• Previous work experience in a law office or legal setting required. 
• Previous bookkeeping/accounting experience preferred. 
• Must successfully pass criminal background check. 
• Must be bondable. 

Physical and Work Environment 

The physical and work environment characteristics described in this description are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions or as otherwise required by law.  Employees needing reasonable accommodation should discuss the request with the employee’s supervisor.   

• This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, frequently requires standing, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires walking, stooping, kneeling, crouching or crawling and reaching with hands and arms. 
• Work has standard vision requirements. 
• Vocal communication is required for expressing or exchanging ideas by means of the spoken word. 
• Hearing is required to perceive information at normal spoken word levels. 
• Work requires preparing and analyzing written or computer data and observing general surroundings and activities. 
• Work has no exposure to environmental conditions. 
• Work is generally in a moderately noisy office setting (e.g. business office, light traffic).