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Judicial Assistant

Jackson County, WI
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This position performs administrative, paralegal and secretarial duties for the Circuit Judge, including answering public inquiries, drafting documents, preparing correspondence and scheduling various items for court services.  It is necessary to show good judgment in the application of prescribed procedures, policies, and regulations to matters ranging from routine to complex. Performance of job duties at this level affects the work of others, both within and outside the immediate office environment.  This position is called upon to perform the functions of the Register in Probate in her absence.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES 

  • Provides advanced paralegal, clerical, secretarial and administrative support to the Circuit Judge.  This includes the preparation of jury instructions, correspondence, legal documents, memoranda, and reports, on own initiative or under the direction of Circuit Judge; assists with file and record acquisitions
  • Maintains complex court calendaring involving scheduling of court hearings, trials, conferences, legal appointments, meetings and activities of the judge; prepares notices for court hearings and reschedules cases within guidelines established by the judge and within any statutory time limits
  • Take and transcribe dictation
  • Prepares jury instructions and special verdicts 
  • Approves adjournments of hearings according to court policy
  • Coordinates telephone/video conference testimony for court hearings
  • Conducts inquiries as requested by the judge regarding case status; identifies cases that need specialized attention by the judge and schedules matters as deemed appropriate
  • Opens and distributes mail
  • Sorts, indexes, and files correspondence, legal documents, memoranda, reports, minutes, and other data according to office procedure
  • Performs receptionist duties including answering and screening incoming calls, placing conference calls, directing the public, and responding to complex questions concerning the rules of the court, procedures, or the court calendar
  • Coordinates and monitors Circuit Court, Visiting Judge and Court Commissioner calendars, resolves time conflicts, and grants requests for adjournment of hearings in accordance with court policies.      If necessary, provides administrative assistance to visiting Judges
  • Tracks progress, coordinates calendars and performs specialized communication and follow-up for cases in which the Jackson County Judge is assigned in other counties Enters data into the Circuit Courts Automation Program to ensure compliance with statutory changes
  • Coordinates back-up coverage for both Circuit Court Judge and Court Reporter with the District Court Administrator
  • Coordinates and schedules Deputy Sheriff – Court Services personnel as needed for court hearings with Circuit Judge, Family Court Commissioner and visiting Judges on a weekly basis
  • Requisitions office supplies
  • Performs duties and responsibilities in the absence of the Register in Probate as authorized in WI Stat. 851.72, 851.73, 865.065 and 48.04
  • Maintains Court’s law library and filing system
  • Scans documents into Circuit Courts Automation Program and files in appropriate case file
  • Performs other duties as assigned

 

SUPERVISORY RESPONSIBILITIES

None

EDUCATION AND EXPERIENCE REQUIREMENTS

  • Associate’s Degree in paralegal, legal secretary or other related field
  • Minimum of two (2) years’ experience in a law office or legal services environment
  • Computer experience including Microsoft Office Suite, internet, and accounting applications with knowledge of the principles of budgetary accounting

 

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED TO PERFORM JOB

  • Thorough knowledge of legal terminology and legal format
  • Ability to complete tasks with minimum supervision; ability to self-start and learn quickly
  • Ability to deal pleasantly and tactfully with attorneys, public and coworkers
  • Ability to maintain high standards of confidentiality, dependability, and trustworthiness; 
  • Ability to prepare and maintain accurate records and reports
  • Ability to perform detailed work accurately and in a timely manner
  • Possess excellent time management and organizational skills
  • Ability to efficiently and accurately use modern office equipment including transcribing equipment, personal computer and related software including Microsoft Word, Excel and court-based programs
  • Thorough working knowledge of office procedures including answering the telephone, responding to direct inquiries from the public, filing and related tasks
  • Ability to accurately take and transcribe shorthand or speed writing
  • Ability to understand and follow sometimes complicated oral and written instructions;
  • Ability to follow statutory changes, procedural changes and forms changes
  • Ability to establish and maintain effective working relationships with office staff, other departments, general public, and legal staff and retain the standards of confidentiality
  •  General knowledge of court procedures, case management, pertinent laws, regulations, statutory time limits and procedures, office practices and procedures, terminology and equipment; basic bookkeeping and record keeping methods
  • Possess excellent writing, listening and communication skills
  • Ability to understand and follow sometimes complicated oral and written instructions
  • Ability to follow statutory changes, procedural changes and forms changes
  • Ability to establish and maintain effective working relationships with office staff, other departments, outside agencies and the general public
  • Ability to read and interpret documents, and laws in the English language
  • Ability to listen to and understand information and ideas in spoken and written format so individuals may effectively understand and convey communications
  • Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals
  • Ability to compute rate, ratio, and percent
  • Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form
  • Inductive and deductive reasoning – ability to combine separate pieces of information, or specific answers to problems, to form general rules or conclusions; includes coming up with a logical explanation for why a series of seemingly unrelated events occur together and deciding if an answer makes sense

 

CERTIFICATES, LICENSES, REGISTRATIONS 

  • Notary Public