Judicial Assistant - Mason Location
Ingham County Ingham County Mason, MI Mason, MI Full-time Full-time $59,691 a year $59,691 a year 3 days ago 3 days ago 3 days ago Description Provides varied, complex and confidential administrative assistance to a Circuit Court Judge.
Coordinates and manages the daily operations of a judicial office.
Provides efficient, accurate and timely responses with the public and stakeholders on behalf of the judicial office.
Drafts, types, and processes correspondence, orders, opinions and other documents.
Enters each court action on each case into the Case Management System and/or Electronic Documentation Management System along with the Court Reporter/Recorder and other pertinent information, ensures that state mandated timelines are met.
Schedules matters to be heard by the Judge, and coordinates the schedule of proceedings with the Prosecuting Attorney, attorneys, and other involved parties.
Scans in documents as necessary to keep case files up to date.
May be assigned to one of the Specialty Courts within the Court system.
A Circuit Court Judicial Assistant may have to serve and have knowledge of the Probate Court, if the Judge hears Probate Court matters connected with other Circuit Court Family Division matters.
Essential Functions Coordinates and manages daily operations of a judicial office and courtroom.
Schedules appointments, internal and external meetings and assists with meeting logistics regarding room set-up and agendas.
Coordinates, prioritizes and schedules the Court's calendar and hearing schedule with attorneys, parties, and agencies to ensure attendance at hearings and meetings.
Prepares meeting agendas and manages meeting logistics.
Performs regular check of files for status of cases.
Monitors guidelines for final disposition of cases and assists in monitoring and meeting time frames.
Answers and screens calls, emails, written correspondence and visitors for the Judge, responds to inquiries regarding court schedule and procedures, and determines whether the attention of the Judge is needed.
Serves as liaison between the Judge and citizens, news media, public officials, and federal, state, and local governmental agencies.
Communications via telephone and electronic methods with attorneys, parties, police agencies and other security personnel, interpreters, Probation Department, Prosecutor's Office, Clerk's Office, and Administration.
Communicating effectively, often where relations may be confrontational or strained.
Schedules motions, pro cons, scheduling conferences, status conferences, emergency hearings, bench warrants, pretrial, probate and family court trials, and others matters as necessary, show causes, Personal Protection Order hearings, arraignments, preliminary injunctions, sentencing, waivers, designations, expungements, and driver's license restoration.
Assesses and follows through in emergency situations.
Logs in notices of hearing on matters scheduled; enters Judge's docket on multiple computer systems.
May be required to review individual cases and prepare case scheduling orders.
Checks files for daily schedule and ensures their readiness for court action.
Coordinates Judge's appointments, meetings, and seminars, which may include internal and external meetings and assists with meeting logistics regarding room set-up and agendas.
Maintains Judges' trial dockets by ordering appropriate jurors for trials; writs for incarcerated individuals from jail or other correctional facilities; advises court staff as well as attorneys as to status of trials; prepares jury verdict forms and jury instructions if needed.
Coordinates with City, Township, County, State and Federal agencies for incarcerated parties to participate in court proceedings via in-person, virtually such as via Zoom or Polycom and prepares legal documents as required.
Contacts Prosecutor, Sheriff's Department, probation Department, and other agencies as needed.
Assists with jury deliberations and jury oversight.
Coordinates lunch, supplies and all necessary logistics to accommodate jury trials and deliberating jurors.
Provides case management by reviewing all documents and proposed orders for the Judge's review and signature, ensuring necessary court rules and provisions are contained therein and are in an acceptable form prior to submission to the Court.
Enters and retrieves data and prepares reports using a computer system; operates and maintains database or other automated files and systems.
Enters each case action into the Case Management System and/or Electronic Document Management System, including Court reporter/recorder and other pertinent information, ensures that state mandated timelines are met.
Scans in documents as necessary to keep case files up to date.
Monitors status of cases, and orders and prepares files for trials, motion day, and weekly hearings.
Ensures reports have been submitted prior to hearing, diaries files for follow-up, sends letters regarding pro con after statutory period has expired.
Prepares scheduling orders establishing case flow dates.
Maintains files of office legal activities, such as pleas, convictions, case disposition, investigative reports, exhibits, and correspondence.
Reschedules in cases of judicial adjournments while preparing, serving and filing required adjournment documents.
Takes and transcribes dictation, including correspondence, reports, minutes of meetings, and legal documents.
Composes, types, and processes legal documents, correspondence, reports, orders, and drafts, types, and processes opinions, documents, travel vouchers, notice of hearing, proof of service, and like correspondence.
Reviews and screens all incoming mail, composes and types replies to correspondence.
Determines matters needing attention of the Judge.
Reviews files and may stamp or sign orders with Judge's approval.
Recommends office expenditures such a physical and technology equipment and office supply needs to other departments such as the Facilities and IT departments as well as Court Administration.
In absence of Law Clerk, provides jury management.
Prepares jury room and courtroom, which includes setting up courtroom with proper video equipment and securing and retrieving exhibits presented at trial.
Escorts jury to and from courtroom and to lunch and/or breaks.
Maintains jury security and preserves integrity of jury.
May be assigned to one of the Specialty Courts within the Court system.
The Judicial Assistant assigned to the Chief Judge of Circuit Court shall have the following additional
Responsibilities:
a Processes orders that require the Chief Judge's signature; b Schedules motions and hearings as required on matters to be heard by the Chief Judge; c Maintains and schedules meetings that require the Chief Judge's participation; d Prepares orders, memorandums and drafts letters as needed; e Prepares responses to Friend of the Court Chief Judge grievances; and f Keeps Judge appraised of matters needing attention of Chief Judge.
Trains new and current employees by providing instruction and guidance on procedures, processes and organization for the respective judicial office.
Proofreads prepared materials for accuracy, completeness and compliance with court and county policies and procedures.
Explains departmental procedures to attorneys, their staff and public.
Prepares, audits and uploads reports as mandated to the State Court Administrative Office, such as such as reports regarding:
Judicial Finances, Judicial Absence, Delay in Matters submitted to Judge, Delay in Criminal Proceedings, Absent without Legal Permission, ADA Performance Measure Compliance Form, Order to Seal Court Records and permanency Indicators Report.
In addition, assists with the annual Caseload Report.
Researches and ensures appropriate judicial assignment of cases as mandated by Court Rule and Local Administrative Orders.
Makes recommendations for case reassignment for conflict resolution.
In the absence of the Court Officer/Research Clerk, provides the following including but not limited to:
jury management, setting up physical and virtual courtroom, managing virtual hearings, preparing personal protection orders, emergency orders and file preparation.
Observes physical and virtual courtroom proceedings and judicial access points for security risks and notifies authorities to report to courtroom in cases of any hostile relationships or threats to Judge or other parties.
Being alert and aware of body language, tone of voice and/or disrespectfulness.
This may require observation via electronic cameras or in person.
Serves as liaison between the Judge, locally elected officials, the Supreme Court, the State Court Administrative Office, citizens, media, internal and external departments, and federal, state and local government entities.
Other Functions:
Performs other duties as assigned.
Must adhere to departmental standards in regard to HIPAA and other privacy issues.
During a public health emergency, the employee may be required to perform duties similar to, but not limited, to those in his/her job description.
Reports in person during times of public health emergency and risk of exposure to communicable diseases.
Exposure to detailed, graphic and traumatic documents outlining horrific events.
Must have ability to maintain composure during stressful situations.
Maintain confidentiality of highly confidential information.
Must have interpersonal and management skill and the ability to adapt to changing priorities.
Must have ability to use diplomacy, discretion and judgment in giving out information.
Represents the Judicial Office with dignity, integrity, professionalism and a spirt of cooperation in all relationships with the public, staff and stakeholders.
Ability to demonstrate sensitivity, knowledge and understanding of diverse populations, gender cultural, disability and ethnic backgrounds of all people.
Ability to organize own work, setting priorities and meeting critical deadlines.
(An employee in this position may be called upon to do any or all of the above tasks.
These examples do not include all of the tasks which the employee may be expected to perform.
) Employment
Qualifications Education:
High school graduation with advanced college-level course work in court administration, business, paralegal, legal secretarial or related areas.
Experience:
Between five and seven years of progressively responsible secretarial/administrative/educational experience in law office or related setting with experience on word processing software used.
Must have database program experience.
Must have knowledge of legal terminology and procedures.
Other Requirements:
Required to become a Notary Public within six months after employment.
(The qualifications listed above are intended to represent the minimum skills and experience levels associated with performing the duties and responsibilities contained in this job description.
The qualifications should not be viewed as expressing absolute employment or promotional standards, but as general guidelines that should be considered along with other job-related selection or promotional criteria) Requirements and Working Conditions This position works in an indoor environment.
There is no planned exposure to prominent lights, noises, odors, temperatures or weather conditions.
This position is exposed to individuals in crisis.
These individuals may suffer from mental or emotional illness, have violent tendencies or be unconcerned with their personal safety and hygiene.
Physical Requirements:
This position requires the ability to sit, stand, walk, traverse, climb, balance, twist, bend, stoop/crouch, squat, kneel, crawl, lift, carry, push, pull, reach, grasp, handle, pinch, type, endure repetitive movements of the wrists, hands or fingers.
This position's physical requirements require periodic stamina in climbing, balancing, stooping/crouching, squatting, kneeling, crawling, pushing, pulling, grasping, handling and pinching This position's physical requirements require regular stamina in traversing, twisting, bending, lifting, carrying, and reaching This position's physical requirements require continuous stamina in sitting, standing, walking, typing and enduring repetitive movements of the wrists, hands or fingers This position performs light work requiring the ability to exert 20 pounds or less of force in the physical requirements above.
This position primarily requires close visual acuity to perform tasks within arm's reach such as:
viewing a computer screen, using measurement devices, inspecting and assembling parts, etc.
This position requires the ability to communicate and respond to inquiries:
in person, in writing, on the phone, and electronically/virtually.
This position requires the ability to operate a PC/laptop and to enter and retrieve information from a computer.
Must have stamina to remain seated for extended periods of time.
This position requires the ability to handle varying and often high levels of stress.
This position is exposed to detailed, graphic and traumatic documents outlining horrific events.
(This job requires the ability to perform the essential functions contained in this description.
These include, but are not limited to, the requirements listed above.
Reasonable accommodations will be made for otherwise qualified applicants unable to fulfill one or more of these requirements.
) MC 8 2022 This position is benefited and is subject to the Managerial Confidential group manual.
Ingham County offers a wide range of benefits to support you in your career.
.
Estimated Salary: $20 to $28 per hour based on qualifications.
Coordinates and manages the daily operations of a judicial office.
Provides efficient, accurate and timely responses with the public and stakeholders on behalf of the judicial office.
Drafts, types, and processes correspondence, orders, opinions and other documents.
Enters each court action on each case into the Case Management System and/or Electronic Documentation Management System along with the Court Reporter/Recorder and other pertinent information, ensures that state mandated timelines are met.
Schedules matters to be heard by the Judge, and coordinates the schedule of proceedings with the Prosecuting Attorney, attorneys, and other involved parties.
Scans in documents as necessary to keep case files up to date.
May be assigned to one of the Specialty Courts within the Court system.
A Circuit Court Judicial Assistant may have to serve and have knowledge of the Probate Court, if the Judge hears Probate Court matters connected with other Circuit Court Family Division matters.
Essential Functions Coordinates and manages daily operations of a judicial office and courtroom.
Schedules appointments, internal and external meetings and assists with meeting logistics regarding room set-up and agendas.
Coordinates, prioritizes and schedules the Court's calendar and hearing schedule with attorneys, parties, and agencies to ensure attendance at hearings and meetings.
Prepares meeting agendas and manages meeting logistics.
Performs regular check of files for status of cases.
Monitors guidelines for final disposition of cases and assists in monitoring and meeting time frames.
Answers and screens calls, emails, written correspondence and visitors for the Judge, responds to inquiries regarding court schedule and procedures, and determines whether the attention of the Judge is needed.
Serves as liaison between the Judge and citizens, news media, public officials, and federal, state, and local governmental agencies.
Communications via telephone and electronic methods with attorneys, parties, police agencies and other security personnel, interpreters, Probation Department, Prosecutor's Office, Clerk's Office, and Administration.
Communicating effectively, often where relations may be confrontational or strained.
Schedules motions, pro cons, scheduling conferences, status conferences, emergency hearings, bench warrants, pretrial, probate and family court trials, and others matters as necessary, show causes, Personal Protection Order hearings, arraignments, preliminary injunctions, sentencing, waivers, designations, expungements, and driver's license restoration.
Assesses and follows through in emergency situations.
Logs in notices of hearing on matters scheduled; enters Judge's docket on multiple computer systems.
May be required to review individual cases and prepare case scheduling orders.
Checks files for daily schedule and ensures their readiness for court action.
Coordinates Judge's appointments, meetings, and seminars, which may include internal and external meetings and assists with meeting logistics regarding room set-up and agendas.
Maintains Judges' trial dockets by ordering appropriate jurors for trials; writs for incarcerated individuals from jail or other correctional facilities; advises court staff as well as attorneys as to status of trials; prepares jury verdict forms and jury instructions if needed.
Coordinates with City, Township, County, State and Federal agencies for incarcerated parties to participate in court proceedings via in-person, virtually such as via Zoom or Polycom and prepares legal documents as required.
Contacts Prosecutor, Sheriff's Department, probation Department, and other agencies as needed.
Assists with jury deliberations and jury oversight.
Coordinates lunch, supplies and all necessary logistics to accommodate jury trials and deliberating jurors.
Provides case management by reviewing all documents and proposed orders for the Judge's review and signature, ensuring necessary court rules and provisions are contained therein and are in an acceptable form prior to submission to the Court.
Enters and retrieves data and prepares reports using a computer system; operates and maintains database or other automated files and systems.
Enters each case action into the Case Management System and/or Electronic Document Management System, including Court reporter/recorder and other pertinent information, ensures that state mandated timelines are met.
Scans in documents as necessary to keep case files up to date.
Monitors status of cases, and orders and prepares files for trials, motion day, and weekly hearings.
Ensures reports have been submitted prior to hearing, diaries files for follow-up, sends letters regarding pro con after statutory period has expired.
Prepares scheduling orders establishing case flow dates.
Maintains files of office legal activities, such as pleas, convictions, case disposition, investigative reports, exhibits, and correspondence.
Reschedules in cases of judicial adjournments while preparing, serving and filing required adjournment documents.
Takes and transcribes dictation, including correspondence, reports, minutes of meetings, and legal documents.
Composes, types, and processes legal documents, correspondence, reports, orders, and drafts, types, and processes opinions, documents, travel vouchers, notice of hearing, proof of service, and like correspondence.
Reviews and screens all incoming mail, composes and types replies to correspondence.
Determines matters needing attention of the Judge.
Reviews files and may stamp or sign orders with Judge's approval.
Recommends office expenditures such a physical and technology equipment and office supply needs to other departments such as the Facilities and IT departments as well as Court Administration.
In absence of Law Clerk, provides jury management.
Prepares jury room and courtroom, which includes setting up courtroom with proper video equipment and securing and retrieving exhibits presented at trial.
Escorts jury to and from courtroom and to lunch and/or breaks.
Maintains jury security and preserves integrity of jury.
May be assigned to one of the Specialty Courts within the Court system.
The Judicial Assistant assigned to the Chief Judge of Circuit Court shall have the following additional
Responsibilities:
a Processes orders that require the Chief Judge's signature; b Schedules motions and hearings as required on matters to be heard by the Chief Judge; c Maintains and schedules meetings that require the Chief Judge's participation; d Prepares orders, memorandums and drafts letters as needed; e Prepares responses to Friend of the Court Chief Judge grievances; and f Keeps Judge appraised of matters needing attention of Chief Judge.
Trains new and current employees by providing instruction and guidance on procedures, processes and organization for the respective judicial office.
Proofreads prepared materials for accuracy, completeness and compliance with court and county policies and procedures.
Explains departmental procedures to attorneys, their staff and public.
Prepares, audits and uploads reports as mandated to the State Court Administrative Office, such as such as reports regarding:
Judicial Finances, Judicial Absence, Delay in Matters submitted to Judge, Delay in Criminal Proceedings, Absent without Legal Permission, ADA Performance Measure Compliance Form, Order to Seal Court Records and permanency Indicators Report.
In addition, assists with the annual Caseload Report.
Researches and ensures appropriate judicial assignment of cases as mandated by Court Rule and Local Administrative Orders.
Makes recommendations for case reassignment for conflict resolution.
In the absence of the Court Officer/Research Clerk, provides the following including but not limited to:
jury management, setting up physical and virtual courtroom, managing virtual hearings, preparing personal protection orders, emergency orders and file preparation.
Observes physical and virtual courtroom proceedings and judicial access points for security risks and notifies authorities to report to courtroom in cases of any hostile relationships or threats to Judge or other parties.
Being alert and aware of body language, tone of voice and/or disrespectfulness.
This may require observation via electronic cameras or in person.
Serves as liaison between the Judge, locally elected officials, the Supreme Court, the State Court Administrative Office, citizens, media, internal and external departments, and federal, state and local government entities.
Other Functions:
Performs other duties as assigned.
Must adhere to departmental standards in regard to HIPAA and other privacy issues.
During a public health emergency, the employee may be required to perform duties similar to, but not limited, to those in his/her job description.
Reports in person during times of public health emergency and risk of exposure to communicable diseases.
Exposure to detailed, graphic and traumatic documents outlining horrific events.
Must have ability to maintain composure during stressful situations.
Maintain confidentiality of highly confidential information.
Must have interpersonal and management skill and the ability to adapt to changing priorities.
Must have ability to use diplomacy, discretion and judgment in giving out information.
Represents the Judicial Office with dignity, integrity, professionalism and a spirt of cooperation in all relationships with the public, staff and stakeholders.
Ability to demonstrate sensitivity, knowledge and understanding of diverse populations, gender cultural, disability and ethnic backgrounds of all people.
Ability to organize own work, setting priorities and meeting critical deadlines.
(An employee in this position may be called upon to do any or all of the above tasks.
These examples do not include all of the tasks which the employee may be expected to perform.
) Employment
Qualifications Education:
High school graduation with advanced college-level course work in court administration, business, paralegal, legal secretarial or related areas.
Experience:
Between five and seven years of progressively responsible secretarial/administrative/educational experience in law office or related setting with experience on word processing software used.
Must have database program experience.
Must have knowledge of legal terminology and procedures.
Other Requirements:
Required to become a Notary Public within six months after employment.
(The qualifications listed above are intended to represent the minimum skills and experience levels associated with performing the duties and responsibilities contained in this job description.
The qualifications should not be viewed as expressing absolute employment or promotional standards, but as general guidelines that should be considered along with other job-related selection or promotional criteria) Requirements and Working Conditions This position works in an indoor environment.
There is no planned exposure to prominent lights, noises, odors, temperatures or weather conditions.
This position is exposed to individuals in crisis.
These individuals may suffer from mental or emotional illness, have violent tendencies or be unconcerned with their personal safety and hygiene.
Physical Requirements:
This position requires the ability to sit, stand, walk, traverse, climb, balance, twist, bend, stoop/crouch, squat, kneel, crawl, lift, carry, push, pull, reach, grasp, handle, pinch, type, endure repetitive movements of the wrists, hands or fingers.
This position's physical requirements require periodic stamina in climbing, balancing, stooping/crouching, squatting, kneeling, crawling, pushing, pulling, grasping, handling and pinching This position's physical requirements require regular stamina in traversing, twisting, bending, lifting, carrying, and reaching This position's physical requirements require continuous stamina in sitting, standing, walking, typing and enduring repetitive movements of the wrists, hands or fingers This position performs light work requiring the ability to exert 20 pounds or less of force in the physical requirements above.
This position primarily requires close visual acuity to perform tasks within arm's reach such as:
viewing a computer screen, using measurement devices, inspecting and assembling parts, etc.
This position requires the ability to communicate and respond to inquiries:
in person, in writing, on the phone, and electronically/virtually.
This position requires the ability to operate a PC/laptop and to enter and retrieve information from a computer.
Must have stamina to remain seated for extended periods of time.
This position requires the ability to handle varying and often high levels of stress.
This position is exposed to detailed, graphic and traumatic documents outlining horrific events.
(This job requires the ability to perform the essential functions contained in this description.
These include, but are not limited to, the requirements listed above.
Reasonable accommodations will be made for otherwise qualified applicants unable to fulfill one or more of these requirements.
) MC 8 2022 This position is benefited and is subject to the Managerial Confidential group manual.
Ingham County offers a wide range of benefits to support you in your career.
.
Estimated Salary: $20 to $28 per hour based on qualifications.
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