Judicial Assistant and Civil Docket Clerk

City of Portsmouth•Portsmouth, VA

About The Position

Under limited supervision, the Judicial Assistant and Civil Docket Clerk performs complex, confidential secretarial and administrative support functions for Circuit Court Judges. The position reports to the Chief Judge of the Circuit Court. Duties include preparing and distributing court dockets, coordinating docket changes with relevant offices, preparing civil cases, maintaining court records and materials, and providing general administrative support. Assignments are determined by the supervisor based on workload and departmental needs.

Requirements

High school diploma or GED, with additional coursework in secretarial science, business, public administration, computer science, or a related field; or an equivalent combination of education and experience.
Three to five years of responsible secretarial experience, including use of computers and office software applications; or an equivalent combination of education and experience that provides the required knowledge, skills, and abilities.
Acceptable general background check, including local and state criminal history checks and a sex offender registry check.
Knowledge of city and departmental rules, regulations, policies, procedures, and modern office practices.
Ability to use common office equipment and computer word-processing, spreadsheet, and file-maintenance programs.
Ability to make routine administrative decisions, screen and route communications, correct written materials, organize and format documents, gather information, draft documents, and maintain moderately complex files.
Ability to exercise discretion when handling confidential files and tact and courtesy when interacting with the public.
Ability to communicate effectively in Standard English, read and prepare correspondence and reports, follow instructions, and perform basic arithmetic.
Ability to operate automated office machines, including computers, calculators, copiers, facsimile machines, and a multi-line telephone system.
Ability to exert up to 10 pounds of force occasionally, or a negligible amount frequently or constantly, to move objects; work is primarily sedentary, with possible periods of walking or standing.

Responsibilities

Prepare daily court dockets, provide completed copies to the Chief Judge for review and assignment, and distribute assigned dockets to appropriate parties.
Provide trial dates and trial outcome information to appropriate parties.
Prepare and maintain dockets, cases, orders, law books, supplements, and city codes.
Gather docket-call documents, maintain them in numerical order, and prepare the docket-call board.
Prepare civil cases and consult with the Commonwealth Attorney’s Office regarding criminal cases on the docket.
Notify the Clerk’s Office, Commonwealth Attorney’s Office, and other relevant parties of docket changes.
Perform complex administrative support work, including typing and copying correspondence, forms, and reports; creating spreadsheets; and entering and retrieving data.
Establish and modify files, and review forms, data, and other information for accuracy and compliance with procedures and policies.
Use computerized data-entry equipment to enter and retrieve docket records, reports, and related information.
Answer telephones and greet visitors; screen and respond to inquiries and complaints, provide general information, and refer callers as appropriate.
Establish, coordinate, and maintain filing and record systems.
Perform other duties as assigned.
Plan and organize daily work, set priorities, meet deadlines, and maintain a calendar for meetings, deadlines, and events.
Maintain accuracy, confidentiality, effective working relationships, and a clean and orderly workplace while following city safety and housekeeping standards.