Administrative Assistant

Administrative Assistant, Municipal Court Unit

FLSA Status: Non-Exempt

Division/Department: Municipal Court Unit    

Reports to:      Chief and Assistant Chief of Municipal Court

Direct Reports:  N/A 

Job Summary

The Municipal Court Administrative Assistant works closely with the Chief, Assistant Chief, Rotating Supervisors, attorneys and administrative staff assigned to the Municipal Court Unit.  This position provides administrative support for the Unit. The Administrative Assistant is responsible for the maintenance, preparation, and organization of all Municipal Court files as well all client correspondence on behalf of the unit attorneys.  

Major Areas of Responsibility

Administrative 

•    Provide administrative support to the department heads and assigned staff  

•    Check, verify and update all client information in Defender databases 

•    Type letters in mass for clients before and after court proceedings on behalf of attorneys 

•    Assist with development and revision of department forms and processes that will increase productivity and/or establish efficient work protocols 

•    Act as department liaison in communication with other units, clients, court personnel and other stakeholders

•    Answer telephones on behalf of unit management as well as transfer and forward calls appropriately, take messages, and promptly document communication in Defender database 

•    Maintain internal databases, including inputting information, marking files and routing files to the appropriate location

•    Handles filings, monitoring all quashes and enters information into the database

•    Assigns and tracks refusuals

General Clerical

•    Assist to organize and administratively prepare daily trial and preliminary hearing lists for attorneys at least three days prior to court date when needed

•    Maintain file room and ensure that the work area is clean, and the files are orderly and accessible 

•    Create bar codes and open files for newly appointed cases

•    Ensure that relevant documentation is filed properly in client files and/or directed to attorney assigned to court list

•    Deliver files out of unit

•    Locate and ensure attorneys receive all missing files in advance of court date by regularly communicating with attorneys and fellow staff 

•    Locate, mark, and deliver administratively relisted cases in a timely fashion

•    Serve as backup to the unit coordinator

Qualifications

Education    

•    High School Diploma/GED equivalent required.  Bachelor's degree preferred.

Experience, Knowledge Skills and Abilities

•    Familiarity with Defender computer programs including Print Letters, DCM, CPCMS, Lock and Track, and Return Work

•    Proficiency in Microsoft Office (Word, Excel, Outlook) 

•    Ability to compose, type and edit professional written correspondence

•    Ability to use Defender phone system 

•    Excellent communication and the ability to record accurate messages

•    Excellent organizational skills and the ability to prioritize assignments

•    Ability to work well with others and handle tasks simultaneously while promoting and encouraging a team environment

•    Self-starter work ethic and ability to work with minimal supervision

•    Experience handling confidential information in an appropriate and responsible manner

•    Excellent record of attendance and punctuality

•    Commitment to fostering a positive and productive workplace rooted in respect and collaboration

Physical Requirements:

•    Prolonged periods sitting at a desk and working on a computer

•    Must be able to lift up to 15 pounds

Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time. This description reflects management's assignment of essential functions. It does not proscribe or restrict the tasks that may be assigned. This job description is subject to change at any time.

I acknowledge that I have read and understand the above job description in its entirety and am capable of performing all of the stated requirements.