GENERAL MAGISTRATE ASSISTANT

Description

Salary is Non-Negotiable. The successful candidate will be hired at the minimum salary.

This is a specialized legal Administrative Assistant position. The individual in this position must have experience in secretarial and clerical work and familiarity with legal terminology, formats, forms and procedures. The work performed is of a sensitive and confidential nature. The Administrative Assistant will provide organizational, secretarial and administrative support for the Administrative General Magistrate, other General Magistrates and Hearing Officers in the Family, Child Support Enforcement, Probate, Dependency and Civil divisions. The individual is responsible for preparing and maintaining the General Magistrate’s calendar; reviewing legal court orders and correspondences; coordinating, verifying and securing hearing information with litigants and attorneys; preparing case disposition information; reviewing motions for recusal and for the transfer and consolidation of cases; determining routing of particular motions; maintaining appointments; screening calls; contacting attorneys; and providing responses to litigants seeking information on case status. The work includes, but is not limited to answering the telephone, screening mail, reviewing and responding to emails, greeting and assisting litigants, attorneys, staff and witnesses, operating a computer, printer, copier, fax, scanner and other office equipment.

Responsibilities

• Maintains appointment schedules; greets customers and/or visitors; and compose correspondence based on knowledge of office policies and procedures.
• Takes and transcribes dictation consisting of legal briefs, memorandum and court orders; and prepares legal correspondence for signature.
• Screens and refers callers to the appropriate department, as required.
• Monitors the Magistrate calendar, which requires scheduling of hearings.
• Picks-up incoming mail, screens mails, and refers the mail or e-mail to the appropriate parties.
• Extracts, summarizes, and assembles material from files.
• Keeps accurate records, creates and organizes files and maintains complex filing systems, which includes confidential files.
• Plans and maintains an adequate supply of office materials and supplies.
• Prepares correspondence in accordance with established policies and procedures.
• Assists the General Magistrate(s), Hearing Officers or Senior Judges with daily responsibilities as necessary.
• Facilitates intake of parties in order to ascertain relevant information for file.
• Facilitates referrals as required, and monitors compliance and obtains documents for the court.
• Drafts documentation for the court as to parties’ progress and compliance; provides correspondence as necessary; and distributes reports to parties and collaterals as appropriate.
• Schedules and facilitates in-service trainings.
• Records data entry on Odyssey and courtMap.
• Assists with meeting deadlines.
• Coordinates and schedules court hearings, meetings, enters data in an automated calendaring system; retrieves and prepares court files.
• Timely reviews and responds to emails, messages, and phone calls.
• Performs other office and administrative tasks as required.

Qualifications

• High School diploma or GED required.
• Two (2) years of experience in business administration, performing office, legal secretary or paralegal work.

Knowledge, Skills, and Abilities (KSAs):

• Knowledge of the organization, operation, function, and jurisdiction of the court of assignment.
• Knowledge of modern office practices and procedure.
• Proficient in business English, grammar, spelling, and punctuation.
• Thorough knowledge of secretarial practices and procedures.
• Ability to communicate effectively in writing and orally.
• Ability to understand and follow oral and written instructions.
• Ability to make work decisions in accordance with laws, regulations, and departmental policies and procedures.
• Ability to accurately maintain a variety of complex records.
• Ability to establish and maintain effective working relationships with the judiciary, court administration personnel, and other private and public agency staff.
• Ability to work with minimal supervision and recognize and establish work priorities.
• Ability to handle sensitive matters with integrity and confidentiality.
• Ability to work effectively with the public and handle individuals who are under stress with courtesy, tact and patience.
• Proficient in Microsoft Office Suites, i.e. Outlook, Word, Excel, Odyssey, Zoom, Teams, etc.
• Ability to complete data entry and retrieve information.
• Ability to be flexible and open to learning new procedures and techniques.
• Ability to prioritize and multitask.
• Bilingual in English/Spanish or English/Creole preferred.

Working Conditions/Physical Demands/Licenses Certifications

Working Conditions:

• Moderate noise; business office setting.

Physical Demands:

• Work involves a significant amount of standing, walking, sitting, talking, listening, balancing, stooping, and reaching with hands and arms; must be able to transfer up to 10 pounds.