Administrative Assistant to Family Court Hearing Officers

POSITION DESCRIPTION

POSITION TITLE:

Administrative Assistant

DEPARTMENT:

22nd Judicial District Court; on payroll of St. Tammany Parish Government

REPORTS TO:

Family Court Judges, Chief Hearing Officer, and Court Administrator

FLSA STATUS:

Non-exempt

COMPENSATION:

$40,000.00 starting annual salary for fulltime position (or $22.00/hour – part time) depending on qualifications plus benefits including participation in Louisiana Parochial Employees Retirement System and group health insurance.

LOCATION OF WORK:

22nd Judicial District Court, St. Tammany Parish Justice Center, Covington, LA 70434

HOURS OF WORK:

General hours of work are 8:30 a.m. – 4:30 p.m., Monday through Friday. Will be required to work whatever hours are necessary to satisfactorily perform the duties and demands of the position; 35 hour minimum work week fulltime (part time – up to 25 hours/week).

POSITION PURPOSE:

The purpose of this position is to work directly with the Hearing Officers and generally perform administrative assistance. Assumes day-to-day administrative responsibilities with an emphasis on office management and office communication (e.g. answering phones, emails, taking messages, drafting documents, etc.). Position requires the exercise of discretion and confidentiality in the exercise of work duties. Position is responsible for maintaining a high degree of independence and accountability and requires the maintenance of working relationships with the public, litigants, attorneys, hearing officers, judges and other court-related staff.

ESSENTIAL FUNCTIONS:

· Knowledge of Microsoft 365 and applicable computer word processing, spreadsheet, email and database applications.

· Skill in operating a variety of office equipment including excellent knowledge of Microsoft programs.

· Skill in written and oral communication.

· Ability to produce quality work in a timely manner.

· Ability to interact tactfully and courteously with individuals and groups. Ability to exercise discretion and confidentiality.

· Ability to establish and maintain effective working relationships with others.

· Receive, review, update and distribute dockets as necessary based upon caseload information

· Effectively manage stakeholder communication regarding consents, continuances/re-set orders, and exceptions which impact caseload and docket assignments

· Provide a copy of consents, continuances, and exceptions to the Hearing Officer assigned to the case

· Update, maintain, calendar and post Hearing Officer caseload assignments/dockets internally and online

· Manage emails and voice mail throughout the business day

· Assisting pro se litigants and attorneys with Zoom Hearing Officer conference login, procedure, and documentation exchanges

· Manage the Zoom room daily

· Handle calls from Administrative Assistants regarding prior conference

· Handle Hearing Officer Conference resets

· Assist Clerks regarding paperwork from the conference and any special assignments for a subsequent conference

· Prepare and assist with mailing written communication to pro se litigants, as necessary

NON-ESSENTIAL FUNCTIONS:

Perform all other duties as assigned by the Family Court judges, Hearing officers, and Court Administration.

MINIMUM QUALIFICATION REQUIREMENTS:

· High school diploma or equivalent.

· Three years of work experience as a legal secretary, courthouse personnel or similar profession.

· Proficient in data entry.

ADA COMPLIANCE

Physical Ability: Tasks involve the ability to exert very light physical effort in sedentary to light work, involving some reaching, handling, fingering and/or feeling of objects and materials. Must be able to effectively communicate by telephone and in person.

Sensory Requirements: Some tasks require the ability to perceive and discriminate sounds. Some tasks require visual perception and discrimination. Some tasks require oral communications ability.

Environmental Factors: Tasks are regularly performed without exposure to adverse environmental conditions, such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, temperature and noise extremes, machinery, vibrations, electric currents, traffic hazards, toxic agents, violence, disease, or pathogenic substances.

EEO STATEMENT

The 22nd Judicial District Court of Louisiana does not discriminate on the basis of race, color, national origin, sex, religion, disability, age, pregnancy, military status, or citizenship.

Job Type: Full-time

Pay: $40,000.00 per year

Ability to Relocate:

• Covington, LA 70433: Relocate before starting work (Required)

Work Location: In person