Part-Time Judicial Assistant Substitute

SUMMARY

The position is a Judicial Assistant Substitute, floating where needed for administrative coverage of Chambers. Daily administration of Judge's chambers to include processing of all legal documents and correspondence;

schedule and follow to completion all civil, family, criminal and juvenile matters; telephone calls, mail and to provide secretarial support to law clerk.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Answering and screening all incoming telephone calls and directing them accordingly;
• Filing of all correspondence, orders, notes, etc.,
• Purging the files of old outdated matters;
• Typing Judicial Conference Minutes and keeping the Minute Book;
• Channels signing matters (civil, criminal and family) through the chambers and forwards to the proper person or department and sends copies to the parties involved;
• Drafts miscellaneous orders;
• Prepares divorce decrees, secures Judge's signature and returns them to the Prothonotary. Also drafts other miscellaneous civil and criminal orders, the typing of all orders, opinions, letters and memos for the Judge and Law Clerk;
• Assists with the training of new, incoming Judicial Assistants;
• Prepares Court calendar by obtaining the schedule from the appropriate department to create a chambers schedule that does not conflict with the court schedule.
• May be required to handle cancellations, late arrivals or emergencies that might occur on a daily basis and adjust the schedule accordingly;
• Pulls appropriate chamber's files for the scheduled hearings;
• Schedules conferences to resolve issues that arise in all matters assigned to the Judge, i.e. settlement conferences, Gagnon hearings, sentencings, etc.;
• Opens, dates and reads all incoming mail, faxes and hand-delivered letters; distributes mail to the appropriate person or department and, if given the authority, take care of the matter yourself;
• Ensures all supplies are available in chambers so that the Judge and co-workers are prepared for each day. Maintains an inventory is used;
• Files new, incoming law books in the appropriate place;
• Purchase requisitions must be filled out for all office furniture and office supplies not normally in stock that are ordered through a catalog;
• Responsible for keeping a record of :
• Appeals and the due dates for 1925(b) statements and due dates of the opinions;
• Outstanding criminal matter, i.e. sentencings, PSIs, PCRAs, to assure that sentencing and hearings are scheduled at the proper times;
• Post-trial motions, both civil and criminal, that are filed keeping a record of : when the notes of testimony have been transcribed;
• when briefs have been received and if they have not been received advising Judge; scheduling argument at the appropriate time making sure all persons are notified;
• Outstanding appealable and interlocutory civil argument matters. Also must advise court administrator when arguments are scheduled or when you have scheduled same yourself;
• When the notes of testimony have been transcribed and to make sure they are marked off on the Reporter Sheets;
• All matters from the courtroom that are outstanding;
• The list above is representative of the duties of a Judicial Assistant, but not exhaustive.

QUALIFICATION REQUIREMENTS

The requirements listed below are representative of the knowledge, skills and / or abilities required to perform the job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• College Degree preferred (not required);
• Paralegal Certificate preferred (not required);
• Good communication skills;
• Typing;
• Shorthand;
• Familiarity with office equipment including a computer, typewriter, calculator, and Dictaphone.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand; walk; sit; and talk and hear. The employee is occasionally required to use hands to finger, handle or feel objects, tools or controls;

reach with hands or arms; and stoop, kneel, crouch or crawl. The employee must occasionally lift and / or move up to 25 pounds.

Specific vision abilities required by this job include close vision, distance vision, color vision and depth perception.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function.

The noise level in the work environment is usually moderate.