Judicial Assistant

Lancaster County•Lancaster, PA

About The Position

This is specialized secretarial work providing typing, organizational and related support to members of the Judiciary, and assisting associated staff members in the legal and/or judicial processing of cases, opinions and other actions. Work includes, in addition to traditional secretarial duties, the review of legal documents for completeness, timeliness, approvals, supporting material and other procedural requirements needed for consideration.

Requirements

Education equivalent to completion of high school, including and/or supplemented by coursework in standard business practices or clerical legal training.
Four years of secretarial experience in a professional legal or judicial setting, which has included substantial involvement with cases or other matters under the Court of Common Pleas jurisdiction.
Or any equivalent combination of acceptable education and experiences which has provided the knowledge, skills and abilities.
Thorough knowledge of clerical practices and procedures governing documentation and processing of cases, opinions, memoranda, decisions and similar actions, commonly employed in governmental, legal and/or judicial offices.
Thorough knowledge of English usage, grammar, spelling and punctuation, including terminology, as used in legal or judicial offices.
Knowledge of the Court of Common Pleas functions, objectives, programs and procedural requirements
Basic knowledge of the organizational relationship with the Court and related organizations.
Skill in organizing workload, establishing priorities and completing clerical processing requirements.
Skill in operating typewriting, work processing, copying and other office equipment, as required by work assignment.
Ability to take accurate notes of discussions and dictated material in order to produce draft and/or final correspondence, documents and other items.
Ability to establish and maintain effective working relationships with associates, callers, visitors, lawyers and representatives of other offices both within and outside of the judiciary.
This position requires a pre-employment background check as required by policy to perform the duties.

Responsibilities

Types legal correspondence, orders, opinions, memoranda, agreements, petitions and other documents from recorded dictation, stenographic or other notes, handwritten drafts or other source material; proofreads such papers and corrects typographical errors; may take stenographic or other notes of dictated correspondence, documents and other items; establishes and maintains office files of such materials for staff use; prepares indices of such files for staff use; processes paperwork for official filings and distribution to related offices and individuals both within and outside of the court.
Receives and reviews incoming mail; determines nature of material and procedural action required; identifies subject and relationship to current and/or historical cases; assembles available records, correspondence or other information and attaches for others use; refers materials not requiring judges attention to more appropriate office or individual; greets visitors and callers; determines nature of business; explains documents, approvals, actions and other procedural elements needed for action; insures understanding and accomplishment of same prior to referral to Judge; refers others to more appropriate office or individual for assistance.
Notifies attorneys of need for pretrial conferences; coordinates schedules of judge and all attorneys involved; schedules conferences; secures courtroom or meeting room; notifies all parties (including the public) of date, time and place; sometimes acts as a liaison for the judge; makes arrangements for any needed equipment or other support; prepares summaries of background information in such cases for use in those conferences.
Schedules appointments and meetings for Judge and other staff on daily basis; places telephone calls for judge and/or to provide secure information on his or her behalf; may compose routine correspondence such as cover letter, responses to invitations and referrals.
Conducts an inventory of chamber's supplies, notifies appropriate personnel when maintenance is required in the courtroom or chambers, and performs related work as required.