Deputy Judicial Administrative Assistant - Division 27

Jackson County, Missouri•Kansas City, MO

About The Position

The Deputy Judicial Administrative Assistant provides technical, administrative, and direct clerical support to the judge or commissioner assigned to a division. The position manages courtroom logistics and the flow of courtroom activities, supports case processing and court operations, and provides information and customer assistance to attorneys, defendants, court staff, and members of the public. The role receives direct supervision from the assigned judge or commissioner; the court administrator is the appointing authority. No supervision is exercised. The work includes processing and tracking cases, reviewing legal documents and proposed orders, preparing court documents and reports, maintaining calendars and files, coordinating hearings and proceedings, making docket entries, and operating electronic sound recording equipment. The assistant also performs office administration, communicates with court personnel and the public, and may help maintain courtroom security and train new staff. Other related duties and assigned projects may be required.

Requirements

High school diploma or recognized equivalent.
One year of varied administrative experience performing a wide range of technical office duties; equivalent relevant education and experience may be substituted year for year if a high school diploma or GED has been obtained.
Basic knowledge of court procedures and policies, legal documents, and laws and legal terminology pertaining to the court.
Basic knowledge of court organization, operations, functions, responsibilities, jurisdiction, and procedures.
Knowledge of modern office practices and procedures, arithmetic, basic financial record keeping, word processing, spreadsheets, and personal computers.
Ability to recognize, investigate, and analyze administrative problems and devise effective solutions.
Ability to work independently, manage time, and handle a high-volume workload amid changing priorities, interruptions, and stress.
Ability to exercise sound judgment and make independent decisions in accordance with general policy, laws, regulations, and court procedures.
Ability to maintain complex and accurate records and prepare reports from an automated system.
Ability to complete detailed work accurately within tight deadlines and maintain strong organization and attention to detail.
Ability to communicate orally and in writing in a tactful, courteous, and professional manner with diverse parties.
Ability to work with minimal supervision, follow oral and written instructions, and maintain confidential information.
Ability to build effective working relationships and relate positively to individuals from diverse backgrounds.
Skill operating standard computer software and office machines, including computers, typewriters, and copier/printer/scanner/fax.
Excellent telephone skills and typing speed of 35–50 WPM, depending on assignment.
Selected candidates are subject to background screenings; additional checks may apply, including education verification, child abuse and neglect clearances, drug screenings, and physical assessments, as applicable.

Responsibilities

Receive and initiate case files; review legal documents for required information and take processing actions in accordance with court rules.
Review and revise proposed orders and judgments submitted to the judge or commissioner.
Prepare court orders, calendars, hearing notices, appearance documents, reports, judgments, sentences, and correspondence.
Coordinate and queue documents and electronically filed proceedings for processing; enter orders, court dates, pleadings, and other court matters.
Create and process copies of official legal documents.
Serve as secretary to the judge or commissioner; maintain appointment schedules, calendars, correspondence files, and court documents; communicate case activity and scheduling concerns.
Perform office administrative tasks, prepare status and routine financial or budget reports as needed, maintain filing systems, and manage office supplies.
Perform technical court duties, including reviewing judgments and preparing warrants, summonses, garnishments, executions, bond settings, and docket control.
Check work queues and run statistical reports to identify pending motions and filings; track new cases and cases without future hearings.
Set hearings, conferences, reviews, meetings, and trials; docket actions and complete work needed to move cases toward timely conclusion.
Check in attorneys and litigants, record appearances, and make docket entries reflecting case progress.
Operate electronic sound recording equipment; obtain information from public records; open and close court sessions.
Monitor courtroom security when required or notify security staff of possible adverse actions; maintain the orderly appearance of the courtroom.
Provide information and customer assistance in person, by telephone, email, or other means; interview, screen, and refer callers and visitors and respond to inquiries.
Contact attorneys and court personnel to resolve technical filing discrepancies and request proposed orders, judgments, or supplemental documents.
Assist with on-the-job training for new staff; serve on assigned teams and committees, cross-train, and work on special projects.
Perform other duties as required.