Judicial Administrative Assistant to Senior Judges (Court Department)

POSITION SUMMARY:

A Judicial Administrative Assistant/Senior Judges assists the assigned Judges of the Court of Common Pleas, including senior/visiting judges and hearing masters, with moving cases through the Pennsylvania judicial system in an organized, accountable, and expeditious manner to provide every citizen with access to independent and fair justice.

This is specialized work providing organizational and related support to members of the Berks County judiciary and assisting associated staff members in the legal and/or judicial processing of cases, opinions, and other actions. Work includes the review of legal documents for completeness, timeliness, approvals, supporting material, and other procedural requirements needed for consideration, as well as significant computer-related activities. In addition, responsibilities of the position include various tasks associated with the operation of the Court Administration.  The job may also include duties that are the primary duty of the Law Clerk and/or Judicial Coordinator.

POSITION RESPONSIBILITIES:

Essential Functions

The duties and responsibilities of this position include, but are not necessarily limited to:

• Point of contact for all matters involving a Senior Judge, including but not limited to ensuring they have all the necessary case documents and correspondence, keeping the case flowing, and determining when a Law Clerk is needed and coordinating that assistance per the directive of the President Judge.
• Generate legal correspondence, orders, opinions, memoranda, agreements, petitions, and other documents from input of Judge or other source material; edit and proofread content of such papers and correct typographical mistakes; may transcribe dictated correspondence, documents, and other items; review legal documents for completeness, timeliness, approvals, supporting material, and other procedural requirements needed for consideration; establish and maintain office files of such materials for staff use; prepare indexes of such files for staff use; provide organizational and related support to members of the judiciary; assist associated staff members in the legal and/or judicial processing of cases, opinions and other actions; prepare bi-weekly time sheets for assigned Judge's staff; process paperwork for official filings and distribution to related offices and individuals both within and outside of the Court; prepare daily and monthly schedules and month-end reports as requested; order supplies as needed. Preparation of materials for use by individual Judge includes computer input and use of various computer programs, such as MS Word, MS Excel, CPCMS, etc.; general knowledge of HTML and web publishing may also be expected (depending on the assigned Judge).
• Notify attorneys of need for hearings, conferences, trials; coordinate schedules of assigned Judge and all attorneys involved; schedule conferences; secure meeting room; notify/call all parties of date, time and place; plan for any needed equipment or other support; prepare summaries of background information in such cases for use in those conferences. Facilitate the efficient flow of personal and Court schedules. Ensure Judge’s schedules and procedures successfully coexist with other Judges and overall County business.
• Answer questions from other court departments, judicial districts, county offices, and attorneys. Orient and train other judicial or administrative staff as needed. Handle media relations, including television, radio, and newspaper requests. Act as liaison for Judge to County, attorneys, and general public. Orchestrate information flow from Chambers to Courtroom (i.e. constant email communication).
• Receive and review incoming mail; determine nature of material and procedural action required; identify subject and relationship to current and/or historical cases; assemble available records, correspondence or other information and attach for others’ use; refer materials not requiring assigned Judge’s attention to more appropriate office or individual; greet visitors and callers; determine nature of business; explain documents, approvals, actions, and other procedural elements needed for action; ensure understanding and accomplishment of same prior to referral to assigned Judge; refer others to more appropriate office or individual for assistance.
• Maintain office law library, periodicals, subscriptions, and jury instructions, as required.
• Assist with other administrative tasks, such as sending/picking up faxes/mail, delivering/picking up orders/files in Prothonotary, DRO, Clerk of Courts, BCCYS, Court reporters, etc.
• Manage Senior Judge Support Grant, including tracking hours spent.
• Provide primary backup support to the arraignment master by typing and preparing forms in a timely manner. 
• Provide confidential, legal/judicial administrative assistance and coordinator support to all commissioned judges in a temporary floater capacity. 
• Assist the Interpreter Coordinator with identifying and entering all interpreter encounters and payment information into the language access database collections (LADC) system established and required by the PA Courts to ensure proper grant monies are requested.
• Lead coordinator in maintaining, editing, and updating all court FormDoc criminal court orders and forms to ensure compliance with applicable rules and statutes. 
• Aid in streamlining processes, such as duplicate notices and creating electronic forms.
• Provide back-up assistance to all court administrative staff positions on an as needed basis.
• Complete back-up administrative assistant work as assigned by the district court administrator, including, but not limited to: scheduling court cases, assisting public at counter, and assisting with filing, copying and typing as needed.
• Complete other duties and responsibilities as assigned.
• Occasionally travel on an as-needed basis for training and to complete assigned duties.

MINIMUM EDUCATION AND EXPERIENCE:

• Associate degree in business administration, public administration, criminal justice, or another related program.
• Five years of experience in a legal or executive assistant role.
• Any equivalent combination of experience and training that provides the required knowledge, skills, and abilities.

MINIMUM KNOWLEDGE, SKILLS, AND ABILITIES:

• Ability to organize an office (chambers) along the vision, goals, and priorities of a Judge or executive. 
• Must have and maintain an unfailing mastery of organization and support.
• Excellent verbal and written communication skills.
• Ability to convey the vision, goals, and priorities of the assigned Judge and the Berks County Court of Common Pleas effectively to attorneys, staff, and citizens.
• Outstanding administrative skills.
• Extraordinary ability to analyze and prioritize required work.
• Demonstrated understanding and respect of the Judge’s position and daily commitments.
• Advanced knowledge of various computer programs and systems (Microsoft Office Suite, CPCMS, AS/400, HTML, Internet, Lotus Notes, Visual Info, and other programs).
• Advanced knowledge of court operations and procedures.
• Ability to demonstrate advanced skill in documenting judicial and administrative processes, improving shortcomings, and reporting results to the assigned Judge.
• Knowledge of office practices and procedures.
• Knowledge of basic English, grammar, spelling, punctuation and legal terminology and citation.
• Ability to compose and edit correspondence and legal documents.
• Ability to work independently.
• Ability to accurately transcribe dictation.
• Ability to establish and maintain cooperative and effective working relationships with Judges, staff, attorneys, other Court staff, and representatives of justice administration agencies.
• Ability to perform a variety of complex legal secretarial tasks in accordance with pre- established policies, procedures, and standards.
• Ability to maintain a high degree of professionalism and confidentiality.
• Ability to maintain records and prepare reports.
• Ability to follow written and verbal instructions.
• Quick decision-making and problem-solving skills.
• Ability to multi-task and prioritize.
• Ability to appropriately filter and disseminate information to applicable parties.
• Ability to handle stress.
• Physical presence in the office is required.

PHYSICAL DEMANDS:

Work involves standing, walking, sitting, lifting, carrying, talking, hearing, using hands to handle, feel objects, tools, or controls, and reaching with hands and arms. Vision abilities required by this job include close vision and the ability to adjust focus. The employee must occasionally lift and/or move up to 20 pounds for a short distance.

WORKING ENVIRONMENT:

Normal office environment, including courtroom and chambers.

This position description serves as a guideline for communicating the essential functions and other information about the position to the applicant/employee. It is not intended to create a binding employment contract nor cover every detail of the position and may be changed where appropriate.