LEGAL SECRETARY STATE COURT

The purpose of this classification is to perform a variety of administrative, secretarial and clerical duties to assist in ensuring effective and efficient operations of the State Court Office. Supervises daily clerical activities. Assists with special projects of the department.

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Maintains records for the Court; keeps abreast of changes in relevant laws, policies and procedures.

Serves as the office receptionist; screens incoming calls and office visitors; provides routine information to the public.

Determines and endorses proper implementation of Motions.

Monitors time limits on pending cases to ensure timely scheduling of cases.

Maintains an accurate list of Court Appointed Attorneys for Banks, Barrow and Jackson County to include contact information, cases assigned, and fees paid.

Caseload Manager for all State Court civil dockets including all aspects of a Default Calendar, Bench Trials and Motions, Preemptory Calendar, and Jury Trial Calendar.

Retains Senior Judges for calendar conflicts as needed.

Seeks out language interpreter contractors for State Court use.

Performs various tasks to assist in facilitating court activities; arranges for Court Reporter and/or interpreters to be present at hearings as requested; locates case numbers and pulls files as requested; enters data into the computer; retrieves data as needed; maintains and processes court records; answers phones and responds to inquiries related to the functions and services of the court; screens judges calls; types related correspondence.

Prepares various related documents and forms including court orders, notices, and scheduled events.

Prepares and maintains master annual State Court Calendar.

Prepares the annual department budget for approval; assists in monitoring and overseeing the department budget.

Prepares calendars for all civil proceedings.

Maintains confidentiality of sealed documents and behavioral health assessments in accordance with State and Federal law.

Completes all clerical and secretarial functions of the office; provides direction to other departments with State Court procedural tasks.

Completes daily/weekly/monthly administrative functions.

Performs various administrative support tasks for special projects; involves researching and analyzing information; coordinates related tasks; prepares resolutions, contracts, and related documents; maintains department records, calendars and logs.

Performs related clerical and secretarial duties for the office; answers general calls, provides information and assistance to callers and forwards or takes messages as appropriate; provides information to visitors; performs data entry; composes and prepares correspondence and reports; receives and files documents; maintains calendars and schedules for departmental staff; maintains master departmental calendar.

Prepares all correspondence and paperwork involved with State Court Judge Recusals.

Receives, sorts, processes and forwards incoming mail; prepares outgoing mail.

Performs routine bookkeeping tasks; assists in monitoring and overseeing the department budget; inputs payroll for Department for payment.

Performs as Departments Payroll Administrator and all tasks involved with the duties of Payroll Administrator.

Maintains office and jury supply inventory and ensures supplies are ordered in a timely manner as needed.

Operates and maintains basic office equipment including a phone system, copier, fax machine, scanner, personal computer, printer, and related machinery; utilizes all Microsoft Office word processing, database, spreadsheet and related programs in performing daily tasks.

Performs other related duties as required.

Requires a high school diploma or GED with vocational or technical school training in legal secretarial studies, business, bookkeeping, secretarial science or related field with a minimum of two years of experience overseeing daily office operations and performing routine bookkeeping tasks; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

Data Utilization: Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.

Human Interaction: Requires the ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations in a professional manner.

Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.

Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.

Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to create and interpret graphs.

Functional Reasoning: Requires the ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.

Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria.

Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station.

Sensory Requirements: Some tasks require the ability to perceive and discriminate colors or shades of colors, sounds, and visual cues or signals. Some tasks require the ability to communicate orally.

Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.