Administrative Assistant-Juvenile Court-Fargo

North Dakota Court System•Fargo, ND

4d•Onsite

About The Position

This role supports others and ensures the office runs smoothly. The ideal candidate thrives supporting others, managing many pieces of information, is passionate about organizing, enjoys applying procedures and rules, pays strong attention to detail, gives excellent customer service, and easily adapts and prioritizes duties. The Administrative Assistant-Juvenile Court provides a variety of administrative, secretarial, and support activities for juvenile court services or court referees. Duties typically involve typing; processing and distributing documents in regards to hearings; scheduling of juvenile informal adjustment proceedings; answering department phones; maintaining department files and records; handling restitution payments; backup court recording responsibilities, or other administrative support activities in the office of assignment. If assigned, makes a verbatim record of district and juvenile court proceedings using audio equipment, creates and maintains annotations/tags, notes appearances and essential events during the proceedings. Performs courtroom duties. Answers department phones, greets visitors, screens telephone calls and correspondence, provides information, and explains policies and procedures or refers as appropriate. Opens and sorts office mail. Responds to requests for information at the request of the department or refers materials to the appropriate party. Arranges for the scheduling of informal proceedings with court officers and ensures all other parties are notified and all court documents are in order. Prepares, maintains, and disposes of case files. Receives and disburses restitution recording all monies received and disbursed. Prepares various statistical summary reports requested of the office. Prepares courtroom duties: Performs sound check for all microphones in the courtroom, and performs test recording prior to court. Manages the software for hearings as co-host, admitting participants, renaming participants, muting participants, requesting participants to un-mute, and creating and monitoring break-out rooms during hearings. Ensures interpreters and participants are present and connected for hearings as needed. Troubleshoots and resolves any issues with courtroom technology. Performs clerk duties, administers oaths, marks documents, maintains logs and other forms, and transfers storage devices, files, and records to the clerk of district court for reference. Accurately records court and jury trial proceedings. Takes court notes during hearings to identify appearances and to note significant events during the hearing and to locate and present prior testimony. Requires travel to other counties within and outside of the district for court proceedings assigned to the judicial officer. Drafts and prepares other correspondence using word processing software from dictation, handwritten documents, or verbal dictation. Receives incoming juvenile referrals; inputs data into the database; tracks and monitors court dispositions and updates case management records. Performs special projects and administrative functions as assigned. Tracks department expenditures and budget levels. Arranges conference calls, coordinates and sets-up video conferences, prepares meeting minutes, maintains general office files and databases, purchases office supplies, makes travel arrangements, prepares travel expense vouchers, notarizes documents, publishes legal notices in newspapers, and maintains and coordinates staff calendars. Performs other duties of a comparable level or type.

Requirements

High school diploma
Two years of secretarial experience.
Any combination of education, training, or experience which demonstrates the ability to successfully complete the major responsibilities and essential functions may be substituted for the experience requirement.
If assigned recording duties, then requires the DAR (Digital Audio Recording) certification or AAERT (American Association of Electronic Reporters and Transcribers) CER (certified electronic court reporter) certification or ability to obtain within six months of assignment.
A comparable certification by another state court or federal court may be substituted for the DAR or AAERT certification.
Valid driver’s license or evidence of equivalent mobility.
Considerable knowledge of secretarial practices and procedures.
Considerable knowledge of legal terminology, business English, punctuation, and grammar.
Considerable knowledge and office systems, procedures, and equipment.
Basic knowledge of electronic recording equipment.
Considerable knowledge of word processing, database, and internet software.
Considerable knowledge of court rules, procedures, and functions.
Basic knowledge of law and legal principles.
Proficiently uses related software programs.
Recordkeeping skills.
Elementary legal research skills.
Excellent grammar, writing, and proofreading skills.
Effective, courteous, and professional interpersonal skills to deal effectively with all levels of personnel and the public.
Strong attention to detail ensuring accuracy of work.
Ability to efficiently organize and prioritize work.
Ability to work in a deadline-oriented, constantly changing, fast-paced environment.
Ability to quickly and positively adapt to frequent changes.
Must be dependable.

Nice To Haves

Thrives supporting others and managing many pieces of information at the same time.
Passionate about organizing.
Enjoys applying procedures and rules.
Gives excellent customer service.
Easily adapts and prioritizes duties.

Responsibilities

Provides a variety of administrative, secretarial, and support activities for juvenile court services or court referees.
Types; processes and distributes documents in regards to hearings.
Schedules juvenile informal adjustment proceedings.
Answers department phones.
Maintains department files and records.
Handles restitution payments.
Performs backup court recording responsibilities.
Makes a verbatim record of district and juvenile court proceedings using audio equipment.
Creates and maintains annotations/tags, notes appearances and essential events during the proceedings.
Performs courtroom duties.
Answers department phones, greets visitors, screens telephone calls and correspondence, provides information, and explains policies and procedures or refers as appropriate.
Opens and sorts office mail.
Responds to requests for information at the request of the department or refers materials to the appropriate party.
Arranges for the scheduling of informal proceedings with court officers and ensures all other parties are notified and all court documents are in order.
Prepares, maintains, and disposes of case files.
Receives and disburses restitution recording all monies received and disbursed.
Prepares various statistical summary reports requested of the office.
Performs sound check for all microphones in the courtroom, and performs test recording prior to court.
Manages the software for hearings as co-host, admitting participants, renaming participants, muting participants, requesting participants to un-mute, and creating and monitoring break-out rooms during hearings.
Ensures interpreters and participants are present and connected for hearings as needed.
Troubleshoots and resolves any issues with courtroom technology.
Performs clerk duties, administers oaths, marks documents, maintains logs and other forms, and transfers storage devices, files, and records to the clerk of district court for reference.
Accurately records court and jury trial proceedings.
Takes court notes during hearings to identify appearances and to note significant events during the hearing and to locate and present prior testimony.
Travels to other counties within and outside of the district for court proceedings assigned to the judicial officer.
Drafts and prepares other correspondence using word processing software from dictation, handwritten documents, or verbal dictation.
Receives incoming juvenile referrals; inputs data into the database; tracks and monitors court dispositions and updates case management records.
Performs special projects and administrative functions as assigned.
Tracks department expenditures and budget levels.
Arranges conference calls, coordinates and sets-up video conferences, prepares meeting minutes, maintains general office files and databases, purchases office supplies, makes travel arrangements, prepares travel expense vouchers, notarizes documents, publishes legal notices in newspapers, and maintains and coordinates staff calendars.
Performs other duties of a comparable level or type.