General Magistrate Assistant Why should you apply to the Administrative Office of the Courts for the 20th Judicial Circuit? Great working environment Growth and Development Opportunities Competitive Benefits Package Paid Time Off (Vacation and Sick) Public Service Loan Forgiveness Qualifying Employer Tuition Assistance Paid Holidays Retirement Plan Options457 Deferred Compensation Plans
Summary:
The General Magistrate Assistant is a responsible position that performs complex, high-level clerical duties to support the Magistrate's Office; and is responsible for scheduling, case coordination, case research and preparation, and docket management. The General Magistrate Assistant is responsible for handling a high volume of cases and case inquiries and must be able to handle a multi-line telephone system and perform general office duties. A thorough knowledge of family law practices, procedures, court forms and legal terminology is necessary. The General Magistrate Assistant must be able to assist the Family Court Magistrate team with conducting document review, preparation of court reports and referrals, and completion of court orders. The General Magistrate Assistant uses the guiding principles of differentiated case management (DCM) to calendar case events and progress cases within the court system in a timely and efficient manner. This position is part of a Unified Family Court team and must be able to work well under pressure, communicate clearly, and work well with the judiciary and court employees. The General Magistrate Assistant is required to track and maintain statistical reports. Work is performed with minimal supervision by the Civil/Family Division Director and Magistrates. Work performance is evaluated by accuracy and efficiency of work provided, timeliness of duties, and by feedback from the public and other agencies. A variety of working relationships are established with court personnel, judges, non-judicial officers, vendors, judicial assistants, and the general public. Primary responsibilities of the General Magistrate Assistant include the following: (1) Administrative Support; (2) Docket Management; (3) Customer Service; (4) Other Duties Assigned.
Essential Duties and Responsibilities:- The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.
- Administrative Support
- Perform administrative and support services for the Magistrates to meet court performance standards and goals
- Utilize differentiated case management techniques for scheduling case events
- Type and prepare documents, orders, reports, referrals and other related paperwork
- Conduct document review, monitor case status and perform case research
- Perform mail support functions including: conduct mail run sort mail, distribute mail, disseminate faxes
- Organize internal workflow process
- Compile statistical information, enter data, and prepare reports
- Type letters, memos, and documents
- Docket Management
- Conduct case research and prepare court files
- Schedule case events, hearings and trials
- Coordinate and schedule meetings
- Prepare and distribute court dockets
- Coordinate hearing room location
- Maintain Magistrates' calendar
- Customer Service Functions
- Answer a multi-line phone system and assist a high volume of case inquiries
- Provide case information and general information on court process and procedures
- Assist litigants and attorneys, in person and phone
- Assist case management teams with case information
- Other Duties Assigned
- Other administrative responsibilities and duties as assigned
Qualifications:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Knowledge of:
- Family court practices and procedures
- Family court forms and legal terminology
- Differentiated case management techniques
- Local, state, and federal guidelines, rules, regulations, and statutes as they pertain to family court and self- represented litigants
- Basic structure of the Courts and Criminal Justice SystemCourt procedures and understanding of basic legal language
- Basic mathematics and simple statistics
- Standard office procedures
- Computer applications, including but not limited to: Odyssey, Microsoft Word, and Outlook
- Ability to:
- Exhibit sound judgment, work well under pressure and meet established timelines and goals
- Work in a team environment and provide assistance with court duties and team coverage when needed
Effectively present information and respond to questions from judges and judicial staff, Court Administration staff, supervisors, and other governmental agencies.
Deal professionally with the courts, attorneys and self-represented population
Provide excellent customer service and maintain a pleasant demeanor in stressful situations
Maintain calendars for multiple Magistrates
Compile information and compose summary reports
Organize routine workflow and sets priorities
Order supplies and monitor inventory
Monitor case progress and outcomes
Effectively use time management skills
Quickly learn computer applications
Communicate thoughts and ideas effectively and clearly
Develop and maintain effective working relationships with others
Adapt behavior or work methods in response to new information, changing conditions, or unexpected obstacles
Show understanding, friendliness, courtesy, tact, empathy, concern and politeness to others
Effectively interpret general policy, criteria and procedures for specific situations
Efficiently use computer skills
Perform general office and administrative support duties
Follow written and verbal instructions and procedures
Prepare correspondence
Develop good working relationships with local law enforcement, judges, and community resources
Schedule case events and maintain court calendars
Compile statistical information
Compose summaries and reports in a clear and concise manner
Type 40 wpm; 45 cwpm preferred
Education and/or Experience
Associates degree (Additional relevant experience may substitute for the recommended educational level on a year-for-year basis)
Two years of secretarial and/or clerical experience (Additional relevant education may substitute for the recommended experience on a year-for-year basis, excluding supervisory experience)
Experience in the area of family law is preferred
Supervisory Responsibilities: None Certificates, Licenses, Registrations: None
