Listing Summary

JOB SUMMARY:

This position is responsible for providing legal administrative assistance and support to the Superior Court and the Court Services Department.   Duties and responsibilities include, but are not limited to, overseeing the daily administrative activities of the Designated Judge Domestic Calendars and Senior Judge Calendars; maintaining files, appointment calendars; receiving and disseminating calls, e-mail, messages and other correspondence.  

 

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

• Assists in the preparation of correspondence, memorandums, and any other legal documents within the Court Services Department to include monitoring quality and accuracy. 
• Prepares orders and motions and obtains any other information pertaining to the case. Scans and saves said information on a shared drive.
• Prepares internal documentation as needed for court proceedings, drafts Designated Orders, files pleadings with the Clerk’s office including but not limited to all Senior Judges, Juvenile Court and/or Superior Court Senior Designation Orders.
• Has good working knowledge of Zoom, Peach Court, CMS360, Microsoft Outlook, Teams, Excel, including but not limited to data entry, creating reports, generating and filing documents, and regularly uses for information.
• Coordinates with other staff/offices to ensure full coverage of workload, including occasional coverage for other Court Services Specialists, etc.
• Serve as a liaison between current Senior and/or Designated Judges in Hall County (home judges and/or judges traveling to Hall County only), judicial offices, 9^th District Office, and external litigant parties in the civil-domestic justice process.
• Serve as a legal assistant to Senior and/or Designated Judges in the civil-domestic justice process as needed including but not limited to locating court reporters, etc.
• Attends Court proceedings on an as needed basis and/or at the request of the designated judge until dismissed.

• Maintaining a file system of various files and records; prepares files, organizes documentation, and files documents in designated order; retrieves/replaces files; enters records and documentation into computer; updates and verifies accuracy of information entered; prepares files for hearing and trials; ensures all documentation and records are included in files; and closes files as needed.
• Assist in preparing and maintaining calendars for multiple judicial officers; schedules and confirms designated civil hearings, and related activities; creates, distributes and updates calendar on a regular basis; pulls necessary files, enters case status. 
• Answers the telephone; screens and directs calls; provides information as needed.
• Distributes files and file documentation between multi-judicial department staff members, internal and external individuals/agencies; distributes incoming communication or other documents to appropriate personnel and parties.
• Sort, organize, open, and/or distribute incoming mail; processes outgoing mail; copies and distributes orders, forms, reports, correspondences, schedules, agendas, or other documentation. 
• Provides information and assistance regarding department services, procedures, documentation, or other issues on the phone or in person; responds to questions or concerns; research problems or complaints; and initiates problem resolution. 
• Provides information regarding Superior Court procedures and practices to law enforcement personnel, parties, and the public.
• Maintains various logs, statistical reports, and lists as required.
• Performs other related duties as assigned.

 

KNOWLEDGE / SKILLS / ABILITY

KNOWLEDGE OF:

• Knowledge of Georgia law.

KNOWLEDGE OF:

• Knowledge of legal terminology and associated documents.
• Knowledge of department and county rules and regulations.
• Knowledge of court procedures and practices.
• Knowledge of modern office practices and procedures.

SKILLED IN:

• Skill in operating office equipment such as computer, printer, scanner, fax-copier, and calculator.
• Skill in using Office 365 including but not limited to Outlook, Teams, and Excel. 
• Skill in using other virtual conferencing platforms including Zoom.
• Skill in using case management system software(s) including Peach Court and CMS360. 
• Skill in performing basic mathematical calculations. 
• Skill in interpersonal relations, Courtroom attire and etiquette.  
• Skill in oral and written communication.

ABILITY TO:

• Ability to use judgement in routine and non-routine situations.
• Ability to plan, organize, and/or prioritize daily assignments and work activities.
• Ability to type 50-55 w.p.m.

ADA Minimum Qualifications:

Physical Ability: Essential functions of this position continuously require the ability to remain in a stationary position (sitting or standing); operate a computer and other office machinery, such as a calculator, copier, and printer. Incumbents must continuously be able to think analytically; handle stress and emotion, concentrate on tasks, remember names and other details; examine and observe details; make decisions, and adjust to change. Incumbents must also continuously direct others; meet deadlines; stay organized; use math/calculations and use a keyboard/type.

Essential Functions frequently require the ability to move about inside the office and/or courtroom; and move/transport items up to 10lbs.

Essential functions occasionally require the ability to bend body downward and forward by bending spine and legs, and twisting at the waist, hips or knees; reach overhead; push or pull; and repetitively use hands/arms/legs. Incumbents in this position are occasionally required to be on-call and work irregular hours.

Sensory Requirements:  Essential functions regularly require the ability to use effective verbal and written communication; and use of hand/eye coordination and fine manipulation to use equipment.

Environmental Factors: Essential functions of this position continuously require the ability to either work with others or work alone.

This class specification should not be interpreted as all-inclusive.  It is intended to identify the major respon­sibilities and requirements of this job.  The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specifica­tion.

 

MINIMUM QUALIFICATIONS

• Bachelor’s Degree, or an associate’s degree supplemented by four (4) years administrative experience.
• In lieu of bachelor’s or associate degree, a high school diploma, supplemented by seven years (7) years of experience in the field or any equivalent combination of education, training and experience which provide the requisite knowledge, skill and abilities for this job.
• Knowledge and level competency commonly associated with completion of specialized training in field of work, in addition to basic skills typically associated with a high school education.
• Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship or having had a similar position for one to two years.
• Possess a valid Georgia driver license and maintain a satisfactory Motor Vehicle Record (MVR).
• Applicant must be able to pass a background check and drug screening.  

    

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.