Administrative Assistant Job Description

POSITION DESCRIPTION
GEAUGA COUNTY COURT OF COMMON PLEAS

Position: Administrative Assistant to Judge
Status: Exempt, Unclassified
Reports to: Appointing Judge
Work Schedule: Full-time (40 hours per week) 8:00 a.m. to 4:30 p.m. Monday-Friday. Occasional overtime may be required.

JOB DESCRIPTION:

Under the general supervision of the appointing Judge, provides secretarial and administrative support to the appointing Judge and staff. Serves at the direction of the appointing Judge as a member of the appointing Judge’s personal staff. Additional duties may be assigned by any Judge as needed.

JOB RESPONSIBILITES: To perform this job successfully, an individual must be able to satisfactorily perform each essential duty listed below.

• Prepares a variety of legal documents, including miscellaneous orders, judgement entries, and notices.
• Tracks open cases.
• Processes Civil E-Filings.
• Processes all paper filings.
• Communicates case information to Bailiff/Judge as necessary.
• Trial and hearing support, including checking in attorneys and parties.
• Prepares, prints and mails correspondence, hearing notices, administrative reports, forms and other documents as needed.
• Files Judgments and Orders with the Clerk of Courts.
• Greets, screens, assists and directs attorneys, parties, witnesses and the public who visit or call the Court. Answers general questions or refers them to appropriate personnel. Takes messages.
• Timely responds to all voicemails, emails and correspondence.
• Assists with jury management and general court administrative duties.
• Demonstrates regular and predictable attendance during normal operating hours.
• Meets all job safety requirements and all applicable OSHA standards that pertain to essential functions.
• Must have and maintain a valid Ohio driver’s license and satisfactory driving record.
• Performs all other duties as assigned or directed by the appointing Judge.
• The position requires some overtime hours, although minimal.

The Administrative Assistant coordinates courtroom activities with the Bailiff, Court Reporter, Probation, Clerk of Courts, Sheriff’s Department and Court Administration.

The Administrative Assistant maintains a desirable courtroom appearance and monitors and requisitions needed supplies. Keeps cases current daily with case status information. Prepares, reviews, and processes all necessary courtroom paperwork. Also performs general secretarial duties, including answering telephone inquiries and performs related work.

KNOWLEDGE, QUALIFICATIONS, SKILLS, AND ABILITIES

To perform this job successfully, an individual must demonstrate the following:

• Excellent interpersonal skills and ability to communicate effectively, both orally and in writing, with Judges, Magistrates, Administration, employees, attorneys and the public.
• Excellent spelling, punctuation and grammar skills and efficient and accurate keyboard ability.
• Ability to operate various office machines (e.g., computer, copying and fax).
• Proficiency with Microsoft Word 2016 or above; experience in all other Microsoft applications preferred.
• Ability to learn and use Court’s e-filing system.
• Familiarity with legal terminology; experience with domestic relations preferred.
• Attention to detail and accuracy and the ability to understand and follow instructions.
• Ability to work independently, often with minimal supervision, and generate high quality work product.
• Ability to meet tight deadlines.
• Ability to be flexible and adapt to change with little notice.
• Ability to maintain sensitive and confidential information.
• Ability to work collaboratively in a team environment.
• Ability to demonstrate sound ethics and judgment.
• Ability to multi-task.
• Effective time management, reliability, and punctuality.
• Professional appearance and demeanor at all times.

The successful candidate must have the ability to demonstrate sound ethics and judgment, maintain confidentiality, excellent communication and leadership skills and the ability to multi-task. Must have excellent time management and typing skills. Proficiency in Adobe and Microsoft 365 is required. The successful candidate should be familiar with or ability to become proficient in working with electronic filing systems, virtual hearings, etc. The successful candidate must pass a criminal background check, including driving record and a pre-employment drug test.

DISCLAIMER:

The information provided in this description has been designed to indicate the general nature and level of work performed by incumbents within this job. It is not designed to be interpreted as a comprehensive inventory of all duties, responsibilities, qualifications and working conditions required of employees assigned to this job. The Judges have the sole discretion to add or modify duties of the job and to designate other functions as essential at any time. This job description is not an employment agreement or contract.

QUALIFICATIONS:

High school diploma or equivalent with at least three years’ experience working as a legal secretary; or any combination of education and experience that provides the requisite knowledge, skills, and abilities for this job. Prior experience working in the court system is a plus. Excellent communication, time management, and typing skills. Must pass a criminal background check, including driving record and pre-employment drug test.