Judicial Executive Assistant - Civil Courts Administration

Travis County•Texas, TX

3d•Onsite

About The Position

Under limited supervision, performs advanced and complex legal, administrative, technical, operational, and research assistance for judges and court staff. Assists judges, attorneys, jurors, and members of the public in their interactions with the court system. The position works primarily in a courtroom and is responsible for managing, scheduling, and monitoring the docket and courtroom activities for a specific judge, including jury management. It also operates and troubleshoots electronic courtroom equipment and the document management system, with a significant impact on court operations. The role coordinates court activities and case settings, maintains docket and statistical case information, verifies legal documents for accuracy and compliance, and communicates with court participants and external agencies. It supports courtroom proceedings, jury selection and service, legal document preparation, case research, and general office functions. Other job-related duties may be assigned. Employees may be assigned to business continuity efforts outside their normal job functions.

Requirements

Associate’s degree in Criminal Justice, Public Administration, Business Administration, or a directly related field, and five years of responsible administrative or general business experience in a court, judicial or legal office, or directly related environment involving some legal research and administrative and technical duties; or an equivalent combination of education and experience sufficient to perform the job.
Knowledge of court-system policies, practices, procedures, operations, and legal terminology.
Knowledge of applicable federal, state, local, and county laws, rules, regulations, and guidelines.
Knowledge of docket management, courtroom procedures, and the jury system and jury management.
Knowledge of modern office practices, procedures, and methods; computer equipment and word processing, spreadsheets, databases, and other software; business writing, grammar, punctuation, and report preparation.
Ability to perform complex legal, technical, and administrative duties for a judge.
Ability to operate the data management system and electronic courtroom equipment.
Ability to manage time, perform multiple tasks, and prioritize work.
Ability to work in a stressful environment while maintaining a professional manner.
Ability to research, compile, analyze, interpret, and prepare statistical and other information.
Ability to establish and maintain effective working relationships with county employees and officials, judges, attorneys, justice-system participants, outside agencies, and the public.
Physical ability to occasionally lift or carry up to 20–50 pounds; visual acuity, speech, hearing, hand-eye coordination, and manual dexterity needed to operate a computer and office equipment.
Ability to sit, stand, walk, monitor visually, perform repetitive motion, stoop or kneel, squat, bend, and reach to perform essential functions.

Nice To Haves

Spanish-speaking ability.
Bachelor’s degree or paralegal certification.
Prior experience in a court setting or legal office.
Ability to type 55 words per minute with a high degree of accuracy.
Enjoys interacting with the public and has strong verbal communication skills.
Prior experience responding to telephone and in-person inquiries from attorneys, self-represented litigants, paralegals, and other legal staff.
At least one year of first-level customer-service work experience.
Experience maintaining databases.
Ability to work effectively and maintain a professional demeanor under pressure.
Excellent communication, time-management, technical, and problem-solving skills.
Strong attention to detail.
Flexibility.

Responsibilities

Assist in developing, coordinating, and monitoring docket control for a judge.
Monitor case status and help ensure accuracy and compliance with requirements; notify parties of case settings, case assignments, briefing schedules, and docket control orders as appropriate.
Interact with court staff, attorneys, jurors, the public, agencies, and litigants by phone, mail, electronically, and in person; serve as a liaison among these groups.
Answer general questions about court activity, direct courtroom participants, and locate and summon litigants and witnesses.
Communicate local rules and procedures to attorneys, other courts, the media, the public, and self-represented litigants.
Coordinate with law enforcement transportation units to arrange inmate attendance at proceedings when required.
Assist officials and administrative staff with court files and exhibits, locating legal documents, making copies, greeting participants, and providing backup for other court staff as needed.
Open and close each court session.
Assist with daily operation of courtroom electronic equipment and the document management system; coordinate with departments on system operations.
Ensure key personnel and special staff are available and special equipment is ready for court proceedings.
Help retrieve pleadings, exhibits, or documents when electronic systems are unavailable or when requested by the court.
Assist visiting judges with electronic courtroom operations and the document management system as required.
Suggest adjustments to courtroom operations, jury-panel handling, or court program administration.
Manage jury-related activities, including assisting with empaneling, overseeing jurors during trials, addressing juror needs, coordinating juror communications, and notifying the court about juror questions or verdicts.
Assist with jury instructions and charges, jury lists, jury-panel requests, and juror questionnaires as required.
Perform complex legal, administrative, and technical assistance for a judge, including preparing written opinions, court orders, and other requested documents.
Perform general office duties, including word processing, faxing, completing reporting and statistical forms, ordering supplies, routing invoices, and responding to inquiries.
Verify legal documents for accuracy and completeness, including compliance with local deadlines, policies, rules, and statutes.
Conduct case-activity research and complex statistical research; compile, analyze, and report information on pending and disposed cases.