Judicial Support Specialist 2 (Administrative Assistant) - Circuit Criminal Division (County Funded)

Description:

Salary is Non-Negotiable. The successful candidate will be hired at the minimum salary. 

An advanced secretarial and related clerical work that involves providing administrative assistance to the program coordinator and case managers. This position is characterized by the assignment of advanced and highly responsible, confidential, and complex secretarial, clerical and administrative work. Work performed includes: answering the telephone, greeting and assisting people at the office door/window, answering and disposing requests for information, operation of personal computers, and other office equipment. Work requires the exercise of considerable initiative, independent judgment, and discretion in screening calls, visitors and mail.

Responsibilities:

• Screens and refers callers and visitors.
• Responds to inquiries.
• Maintains appointment schedules.
• Monitors calendar which may require scheduling of hearings or meetings.
• Retrieves and delivers court orders and evaluations to the necessary parties.
• Extracts, summarizes, and assembles material from files.
• Maintains complex filing systems including confidential files.
• Maintains an adequate supply of office materials and supplies, and maintains office equipment.
• Prepares correspondence in accordance with established policies and procedures.
• Assists the supervisor and case managers with daily responsibilities as necessary.
• Files, logs evaluations, faxes court orders, reports arrest forms, and charging instruments to the appropriate parties.
• Attends to visitors in the front office window.
• Reviews case files, report forms, and court orders; annotates and updates case files.
• Sets up outpatient appointments and initiates the proper documentation.
• Maintains daily communication with attorneys (Assistant Public Defenders, Assistant State Attorneys and private counsel); staff members from the various community-based mental health facilities; detention facilities; judges, judicial assistants, the Department of Children and Families, Jackson Memorial Hospital Forensic Team, etc.
• Contacts doctors for all evaluations due in court.
• Drafts court orders for signature.
• Makes referrals to the court regarding defendants whose competency is in question.
• Delivers transportation orders to the jail.
• Performs related work as required.

Qualifications:

• Bachelor’s degree from an accredited four year college or university.
• Two (2) years of administrative office experience.
• Bilingual in English/Spanish preferred.

Knowledge, Skills, and Abilities (KSAs):

• Knowledge of modern office practices and procedures.
• Ability to communicate effectively in writing, orally, and through presentations.
• Ability to understand and follow oral and written instructions.
• Ability to make work decisions in accordance with laws, regulations, and departmental policies and procedures.
• Ability to accurately maintain a variety of complex records.
• Ability to establish and maintain effective working relationships with the judiciary, court administration personnel, and other private and public agency staff.
• Ability to work with minimal supervision and recognize and establish work priorities.
• Ability to handle sensitive matters with integrity and confidentiality.
• Ability to operate standard office equipment including personal computers and word processing and data entry applications for case management.
• Ability to work effectively with the public and handle individuals who are under stress with courtesy, tact and patience.
• Ability to maintain office files.

Working Conditions/Physical Demands/Licenses Certifications

Working Conditions:

• Moderate noise; business office setting.

Physical Demands:

• Work involves a significant amount of standing, sitting, talking, listening, balancing, stooping, and reaching with hands and arms; must be able to transfer up to 10 pounds.