Jud Adm Asst To The Trial Courts (#465)

Judicial Department•Lewiston, ME

5d•Onsite

About The Position

This is a responsible legal administrative assistant position of a confidential nature. Work involves providing clerical, administrative, and organizational support to Judicial Officers in the Trial Courts (and others as directed) by performing a wide range of tasks related to scheduling, correspondence, electronic and paper file management, processing and preparing documents, courtroom assistance, and office management. Incumbents may be required to perform work in other Judicial Branch offices and areas when doing so does not interfere with providing clerical, administrative, and organizational support to Judicial Officers in the Trial Courts.

Requirements

At least two years of experience as a secretary or administrative assistant, preferably in the legal field.
Associate's Degree in a related field. (NOTE: Equivalent combinations of education and experience may be considered and, if deemed sufficient and appropriate, may be substituted for the degree requirement.)
Extensive knowledge of the English language and legal terminology, grammar, citations, punctuation, spelling, and style.
Demonstrated ability to understand and use The Bluebook, A Uniform System of Citation.
Ability to efficiently and accurately prepare and proofread documents.
Ability to accurately type and keyboard at least 60 words per minute.
Skill at machine transcription.
Skill and proficiency in the use of various computer applications, including, but not limited to: Microsoft Excel and other database and spreadsheet software, Microsoft Word and other word processing applications, email, FileMaker Pro, Microsoft PowerPoint, Internet applications including Google Apps, and must possess the ability to quickly learn and develop the skills and proficiency to use evolving and replacement applications.
Familiarity with legal research.
Ability to verify citations.
Knowledge of modern office practices and procedures.
Skill in the use and care of office equipment.
Ability to understand and follow oral and written instructions.
Ability to understand court procedures, legal documents, laws, and legal factors pertaining to the court system.
Ability to interact effectively with the public, other court staff, judges, and attorneys in a variety of situations and circumstances.
Ability to deal with various personalities and competing priorities in an efficient and effective manner.
Ability to work independently.
Ability to work both independently and effectively in a team environment.
Ability to be self-motivated and self-aware.

Responsibilities

Develops and maintains quarterly schedules for one or more judicial region(s). This may include: Assisting in development and maintenance of regional schedules and court schedules, Monitoring and maintaining electronic schedules and calendars for shared access, including assisting with requests and notification for adjustments, Coordinating the scheduling for Judicial Officers' vacations, meetings, and appointments, and Assisting in courtroom, conference, and meeting room scheduling.
Types, proofreads, and manages filing and organization of documents including correspondence, decisions, orders, reports, and manuals.
Assists with correspondence between Judicial Officers and the public while maintaining upmost confidentiality. This may include: opening and distributing mail addressed to Judicial Officers, screening and answering incoming telephone calls, and providing general assistance to visitors.
Maintains lists, logs, and directories.
Organizes and maintains confidential files and office filings systems.
Provides organizational and clerical support for various projects (e.g., data gathering, quality review, judicial committees, etc.).
Transcribes audio tapes and electronic recordings.
Schedules and confirms appointments, settlement conferences, meetings, and travel arraignments.
Serves as the point person for office management duties, including ordering and organizing supplies, preparing and organizing documents for mailing, answering, making and transferring telephone calls, and organizing office operations and procedures.
Performs work with other Judicial Branch offices and areas as time permits. This may include: responding to calls directed to the Service Center, electronic recording or other courtroom assistance, and general clerical work of docketing, filing, and sorting documents.