Judicial Administrative Assistant to Judge Taylor (Court Administration)

County of Berks•Reading, PA

1d•Onsite

About The Position

This specialized role provides organizational and related support to members of the Berks County judiciary, including senior/visiting judges and hearing masters. The Judicial Administrative Assistant assists in moving cases through the Pennsylvania judicial system in an organized, accountable, and expeditious manner. Responsibilities include reviewing legal documents for completeness and timeliness, managing computer-related tasks, and performing various duties associated with Court Administration. The position may also involve tasks typically handled by a Law Clerk or Judicial Coordinator.

Requirements

Associate degree in business administration, public administration, criminal justice, or another related program.
Five years of experience in a legal or executive assistant role.
Any equivalent combination of experience and training that provides the required knowledge, skills, and abilities.
Ability to organize an office (chambers) along the vision, goals, and priorities of a Judge or executive.
Unfailing mastery of organization and support.
Excellent verbal and written communication skills.
Ability to convey the vision, goals, and priorities of the assigned Judge and the Berks County Court of Common Pleas effectively to attorneys, staff, and citizens.
Outstanding administrative skills.
Extraordinary ability to analyze and prioritize required work.
Demonstrated understanding and respect for the Judge’s position and daily commitments.
Advanced knowledge of various computer programs and systems (Microsoft Office Suite, CPCMS, AS/400, HTML, Internet, Lotus Notes, Visual Info, and other programs).
Advanced knowledge of court operations and procedures.
Ability to document judicial and administrative processes, improve shortcomings, and report results to the assigned Judge.
Knowledge of office practices and procedures.
Knowledge of basic English, grammar, spelling, punctuation, and legal terminology and citation.
Ability to compose and edit correspondence and legal documents.
Ability to work independently.
Ability to accurately transcribe dictation.
Ability to establish and maintain cooperative and effective working relationships with Judges, staff, attorneys, other Court staff, and representatives of justice administration agencies.
Ability to perform a variety of complex legal secretarial tasks in accordance with pre-established policies, procedures, and standards.
Ability to maintain a high degree of professionalism and confidentiality.
Ability to maintain records and prepare reports.
Ability to follow written and verbal instructions.
Quick decision-making and problem-solving skills.
Ability to multitask and prioritize.
Ability to appropriately filter and disseminate information to applicable parties.
Ability to handle stress.
Physical presence in the office is required.

Nice To Haves

General knowledge of HTML and web publishing may also be expected (depending on the assigned Judge).

Responsibilities

Serve as the primary point of contact for all matters involving a Senior Judge, ensuring they have necessary case documents and correspondence, maintaining case flow, and coordinating Law Clerk assistance as directed.
Generate, edit, and proofread legal correspondence, orders, opinions, memoranda, agreements, and petitions. Transcribe dictated materials and review legal documents for procedural requirements.
Establish and maintain office files, prepare indexes, and provide organizational support to the judiciary and associated staff.
Prepare bi-weekly time sheets for assigned Judge's staff and process paperwork for official filings and distribution.
Prepare daily and monthly schedules and month-end reports, and order necessary supplies.
Utilize computer programs such as MS Word, MS Excel, and CPCMS for document preparation. May require knowledge of HTML and web publishing.
Notify attorneys of hearing, conference, and trial needs; coordinate schedules of the assigned Judge and all involved attorneys.
Schedule conferences, secure meeting rooms, and notify all parties of the date, time, and place. Plan for any needed equipment or support.
Prepare summaries of background information for conferences.
Facilitate the efficient flow of personal and Court schedules, ensuring coexistence with other Judges and overall County business.
Answer questions from other court departments, judicial districts, county offices, and attorneys.
Orient and train other judicial or administrative staff as needed.
Handle media relations, including television, radio, and newspaper requests.
Act as a liaison for the Judge to the County, attorneys, and the general public.
Orchestrate information flow from Chambers to Courtroom via constant email communication.
Receive and review incoming mail, determine required action, and assemble necessary information for others.
Refer materials not requiring the assigned Judge’s attention to the appropriate office or individual.
Greet visitors and callers, determine the nature of business, and explain procedural elements.
Maintain the office law library, periodicals, subscriptions, and jury instructions.
Assist with administrative tasks such as sending/picking up faxes/mail and delivering/picking up orders/files.
Manage the Senior Judge Support Grant, including tracking hours spent.
Provide primary backup support to the arraignment master by typing and preparing forms.
Provide confidential, legal/judicial administrative assistance and coordinator support to all commissioned judges in a temporary floater capacity.
Assist the Interpreter Coordinator with identifying and entering interpreter encounter and payment information into the LADC system.
Lead coordinator in maintaining, editing, and updating court FormDoc criminal court orders and forms.
Aid in streamlining processes, such as duplicate notices and creating electronic forms.
Provide back-up assistance to all court administrative staff positions on an as-needed basis.
Complete back-up administrative assistant work as assigned by the district court administrator.
Complete other duties and responsibilities as assigned.
Occasionally travel on an as-needed basis for training and to complete assigned duties.