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Judicial Office Support Specialist

2 months ago

Sioux Falls, South Dakota, United States State of Montana Full time

Overview of the Role:

This position involves providing comprehensive legal and administrative support within a judicial environment.

The role includes delivering executive and administrative assistance to a judge, typically within a multi-judge district court setting. While the primary focus is on supporting judges, the individual may also assist district court administrative staff, court administrators, or other departments as required. Responsibilities may extend across multiple departments. The work is conducted in alignment with legal reference materials, district regulations, state laws, and both verbal and written directives. Employees operate with a significant degree of autonomy following an initial orientation to the office workflow. Performance is evaluated based on the efficient and timely processing of information and the accuracy and compliance of documents generated.

Key Responsibilities: (Not all duties may be applicable to every position.)

·Prepares, edits, and reviews various legal and court documents for correctness in grammar, style, punctuation, citation standards, sentence structure, spelling, and formatting; acts as a personal and confidential assistant to the judge.

·Drafts letters and assorted correspondence, as well as proposed legal documents for the judge's review and signature; assesses pleadings, correspondence, and messages for appropriate action or response; formulates specific, general, or revised orders for the judge's consideration; liaises with attorneys, involved parties, jurors, law enforcement, and other agencies as permitted.

·Coordinates meetings and conferences by notifying participants, preparing and distributing agendas and materials, and following up on decisions; organizes travel arrangements.

·Manages incoming paperwork to keep relevant parties informed and ensure timely processing of information.

·Assists the judge in developing a departmental budget; reviews and submits requisition and claim information.

·Maintains both physical and digital calendars for case statuses, conferences, and other events; schedules cases for the judge; reminds the judge and others of important dates; retrieves files and necessary information for court sessions, conferences, and meetings; oversees filing systems; manages the judge's law library.

·Handles incoming calls professionally and confidentially; screens mail; schedules hearings and maintains the judge's personal calendar; coordinates jury instructions.

·Answers calls in a courteous and professional manner; screens calls, takes messages, and provides information as authorized.

·May arrange for, attend, and record hearings electronically.

·Procures office supplies and materials either in person or through an online procurement system.

·Ensures the availability and maintenance of the department's state vehicle.

Required Knowledge, Skills, and Abilities:

Strong understanding of legal terminology and citation formats.

Proficient in business English, spelling, and punctuation.

Familiarity with legal office practices, procedures, equipment, and standard administrative techniques.

In-depth knowledge of court procedures, particularly in trial courts.

Ability to quickly learn and effectively use virtual meeting platforms.

Capacity to comprehend and execute moderately complex verbal and written instructions.

Strong sense of confidentiality in handling work assignments.

Excellent organizational and prioritization skills to meet deadlines.

Proficient in using word processing software on computers.

Effective communication skills, both verbal and written, with a diverse audience.

Ability to maintain extensive filing systems accurately.

Collaborative team player who can work independently, manage tasks promptly, and perform well under pressure.

Capable of handling difficult interactions with composure.

Ability to establish and maintain productive working relationships with various stakeholders.

Proficient in operating office equipment.

Competence in billing, invoice processing, bookkeeping, and record-keeping.

Working Environment:

The role requires activities such as prolonged sitting, standing, bending, stooping, reaching, climbing stairs, lifting, moving, and carrying light to medium objects, as well as operating office equipment.

Physical Requirements:

The work is primarily conducted in an office setting, involving exposure to standard office risks that necessitate typical safety precautions. Travel to hearings may be required.

Qualifications:

Candidates should possess an associate degree in business, clerical studies, or a related field, along with a minimum of two years of progressively responsible legal experience that demonstrates the ability to fulfill the role's responsibilities. Experience in a legal environment is essential and may substitute for the educational requirement. Experience as a high-level assistant is preferred.