Judicial Admin Assistant I

SPECIAL INFORMATION:

• First review of applications to take place Nov. 7, 2022


• A criminal background check is required.
  
• An employee new to the Judicial Branch will serve a one-year probationary period.
  

Nature of Work:

This is legal and administrative office support and judicial process coordination work.

Work includes providing legal/executive/administrative office support services to one or more judges, generally in a multi-judge district court, or a board of judges. Although the primary purpose of positions in this classification is to provide services to judges, the employee may provide support services of an administrative or secretarial nature to a district court administrative assistant, court administrator, or other court departments as assigned. A position may be assigned to perform these duties for two or more departments. Work is performed in accordance with legal reference manuals and dictionaries, district and Judicial Branch rules and regulations, state statutes, and verbal or written instructions. Work is performed with considerable independence after a brief orientation to the workflow of the office. Work is reviewed for the effective and timely processing of information through the office and for the accuracy, completeness, and adherence to court and legal procedures of documents generated on computers or in writing.

Essential Functions: (Any one position may not include all the duties listed, nor do the examples cover all the duties which may be performed.)

• Types, edits, and proofreads a variety of legal and court documents for grammar, style, punctuation, sentence structure, spelling, and format; serves as personal and confidential assistant to the judge.
  
• Composes letters and a variety of correspondence and proposed legal documents within assigned areas of responsibility for review, approval, and signature of a judge; reviews pleadings, correspondence, and telephone messages for proper action or proposed response from the court; drafts specific, general or revised orders for the judge’s review; communicates with counsel, parties involved, jurors, law enforcement, and other agencies as authorized.


• Arranges for meetings and conferences by notifying participants, preparing and distributing agenda and accompanying materials, and assists with follow-up of decision items; makes and coordinates travel arrangements.


• Organizes and coordinates incoming paperwork to keep appropriate individuals informed and to ensure timely and accurate processing of information.


• Assists the judge with the preparation of a department budget; reviews and submits requisition/claim information


• Maintains hard copy and/or computerized calendars of case status, conferences, and other events or activities; schedules cases for the judge; reminds judge and others of dates and events; pulls files and obtains other information required for court, conferences, and meetings; maintains filing systems; orders office supplies; maintains the judge’s law library.


• Receives, screens, and routes incoming telephone calls and provides information as authorized; screens mail; schedules matters for hearing and maintains judge’s personal calendar; coordinates jury instructions.


• Answers telephone in a professional, confidential, and courteous manner; screens calls, takes messages, and provides information as authorized.


• May arrange for, attend, and electronically record sentencing hearings.

Working Conditions:

Position requires activities such as sitting for long periods, standing, bending, stooping, reaching, climbing stairs, lifting, moving, and carrying light to medium objects, and operating office equipment.

Physical Demands:

The work is performed primarily in an office environment and involves exposure to normal, everyday risks which require normal safety precautions typical of offices. May be required to travel to sentencing hearings held in a state prison.

Knowledge, Skills, and Abilities:

Thorough knowledge of legal terminology and format.

Thorough knowledge of business English, spelling, and punctuation.

Thorough knowledge of legal office practices, procedures, equipment, and standard office assistant techniques.

Considerable knowledge of court procedures, preferably procedures in a trial court.

Knowledge of or ability to quickly learn Zoom and regularly coordinate, set up, and operate Zoom for hearings.

Ability to understand and carry out moderately complex verbal and written instructions.

Ability to recognize and maintain the need for confidentiality in work assignments.

Ability to organize and prioritize work and meet deadlines.

Ability to operate a computer with word processing software.

Ability to communicate effectively and accurately, both verbally and in writing with a diverse group of people.

Ability to accurately maintain extensive file systems.

Ability to work well in cooperation with others, execute tasks promptly as assigned, be self-directed and well-organized and work well under pressure.

Ability to deal with irate or upset people in a calm manner.

Ability to establish and maintain effective working relationships with county attorney staff, public defender, attorneys, other judges, employees of the district court, and the public.

Skill in the operation of office equipment.

Skill in transcribing from machine dictation.

Qualifications:

The position requires an associate degree in business or clerical studies or a similar field and at least two (2) years of progressively responsible legal experience, which demonstrate the ability to perform the duties of the position. Experience in a legal setting is required and can substitute for the associate degree. Experience as a high-level assistant is preferred.

Licensure and Certification Requirements:

Possession of a valid Montana driver’s license may be required for some positions; proof of insurance if using a personal vehicle on State business.