Judicial Assistant

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Judicial Assistant
Candidate will be: Answering and screening all incoming telephone calls and deciding how to handle each call. Responsible for the filing of all correspondence, orders, notes, etc., as well as purging the files of old outdated matters. Typing Judicial Conference Minutes and keeping the Minute Book. Channeling signing matters (civil, criminal and family) through the chambers and forwarding same to the proper person or department and, if appropriate, to send copies to the parties involved. Drafting miscellaneous orders such as: removal of defendants from work release and farm furloughs; placing defendants on same; denying petitions, sentence modifications, et al, and for drafting and preparing verdict sheets for both civil and criminal trials; and replacing appropriate pages in the Judge’s civil and criminal charge book after each trial. Preparation of divorce decrees, has them signed by Judge and return to the Prothonotary. Responsible for drafting miscellaneous civil and criminal orders, the typing of all orders, opinions, letters and memos for the Judge and Law Clerk. Responsible for various other matters that come to the Judge’s chambers and responsible for reviewing all orders from the courtroom to determine if any further action needs to be taken by the Judge or secretary and if so, keep a record of that action and do same. Responsible, to various degrees, for the training of all incoming new Judicial Assistants as there is no specific training program. In preparing the Court calendar, depending upon what rotation your Judge is on (civil, family criminal or juvenile), obtain that schedule from the appropriate department to know what time the cases are scheduled for court so that you may create a chambers schedule that does not conflict with the court schedule and make all the necessary arrangements. The basic court calendar for each Judge is prepared as follows: for family and civil cases – Court Administration; for criminal matters – the District Attorneys’ office; and for juvenile matters – Juvenile Probation. All other arrangements including setting up conferences and hearings for all other matters are done by the secretary. Advise the court staff of the schedule so that they can adjust their schedule in preparation of court hearings. Deal with any cancellations, late arrivals or emergencies that might occur on a daily basis and change the schedule accordingly. Responsible for checking dockets on the computer to determine the status of certain matters. Responsible for pulling appropriate chamber’s files for the scheduled hearings. Responsible for scheduling conference to resolve issues that arise in all matters assigned to the Judge. Responsible for scheduling settlement conferences, Gagnon hearings, sentencings, 212 conferences, hearings on post-trial motions, typing the appropriate order and sending copies of the order to the proper persons. Responsible for keeping up to date on policies and procedures adopted by the Judges and the Court Administrator. Open, date and read all incoming mail, faxes and hand-delivered letters. Take the appropriate action of distributing it to the correct person, department and, if given the authority, take care of the matter yourself. If a continuance or emergency matter occurs via mail, deal with the continuance request or emergency request as was done from previous experience and follow-up with the appropriate measures of scheduling same and/or sending out correspondence. Payroll invoices the completion of the absentee report and channeling it to the correct department. Must be filed every week and paychecks must be picked up every two weeks. When a holiday is involved, must anticipate the filing of the absentee reports earlier than usual so that all workers get paid on time. Will involved, or when a person is hired or leaves a department, an order is required for the personnel department so that they can effectuate that person’s move. Responsible to ensure that all supplies are available in chambers so that the Judge and co-workers are prepared for each day. This requires keeping an inventory control of what is being used so that nothing runs out. Fill the appropriate forms and obtain the supplies from the county supply room or order from the catalog. When law books arrive, must file the books in the appropriate place, Xerox the bill, and mail it to Court Services. Purchase requisitions must be filled out for all office furniture and office supplies not normally in stock that are ordered through a catalog. Responsible for keeping a record of: Appeals and the due dates for 1925(b) statements and due dates of the opinions; outstanding criminal matter, i.e. sentencings, PSIs, PCRAs, to assure that sentencing and hearings are scheduled at the proper times; post-trial motions, both civil and criminal, that are filed keeping a record of: when the notes of testimony have been transcribed; when briefs have been received and if they have not been received advising Judge; scheduling argument at the appropriate time making sure all persons are notified; outstanding appealable and interlocutory civil argument matters. Also must advise court administrator when arguments are scheduled or when you have scheduled same yourself; when the notes of testimony have been transcribed and to make sure they are marked off on the Reporter Sheets; all matters from the courtroom that are outstanding. College Degree is Preferred. Paralegal Certificate is preferred. Good Communication Skills is required.

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