ADMINISTRATIVE ASSISTANT IV, Domestic Relations Office

Full Job Description

Provides a wide range of administrative support to Family Court Services including supervising administrative employees, approving employee weekly time entries, review cases and communicates with clients, attorneys, and courts regarding ordered services, and ordering supplies and maintaining office equipment. 

Requirements

Provides supervision for administrative clerks, such as approving employee weekly time entry, monitors work performed by administrative clerks ensuring sufficient coverage for assigned responsibilities.

Performs annual appraisals for administrative clerks. Provides administrative support for FCS and serves as a backup to maximize efficiency.

Reviews cases and documents any updates to ensure time sensitive services are carried out.

Sends emails and/or makes phone calls to attorneys and self-represented litigants with case status and informs them of steps needed for case to proceed to assignment.

Contacts court coordinators to report self-represented litigants’ noncompliance with court ordered FCS services.

Schedules tickler system notifications for review of client progress towards case assignment.

Evaluates legal notifications and communications received from courts regarding court ordered Family Court Services, hearings, attorney withdrawals, Temporary Restraining Orders, and Final Decrees, among other court related notifications, and determines FCS’s involvement and takes appropriate action.

Reviews and evaluates court dockets to determine FCS’s involvement and forwards case hearing information to the assigned caseworker.

Delegates administrative clerks’ duties related to checking and handling of communications received by FCS. Performs the E-filing of court related documents filed by FCS.

Determines the correct type of legal document to be filed with the court including the document’s filing code; provides comment to the Court, when necessary; and selects the correct fee type and makes sure the appropriate parties are included in the notification of the document.

Evaluates E-filing responses for proper submission of filings, confirms the E-filings services’ acceptance of the filed legal document, and forwards the E-filed document to the assigned caseworker.

Monitors and reconciles Fee Report via OnBase and NCourt programs with the fee entries made in the case management system.

Advises Assistant Director of cases with paid fees that are ready for case assignment.

Contacts the Courts, attorneys, and coordinators to reconcile services ordered with service fees assessed and/or waived by the Court.

Evaluates and reviews orders received from the Courts and makes initial determination regarding readiness for intake.

Confers with Assistant Director or Director and contacts the courts, attorneys, and coordinators to clarify courts’ orders concerning FCS, when necessary to advance the intake process.

Supervises administrative clerks to ensure the appropriate FCS services intake paperwork is being provided to the clients and being reviewed for client’s completion.

Audits case management entries related to intakes entered by the administrative clerks for clarity and accuracy.

Monitors front office and makes determination on whether to request support from staff to ensure sufficient coverage for intakes, phones, and visitors.

Maintains the department’s inventory of supplies and monitors expenditures of work unit so expenses remain within allotted budget. Oversees office equipment and coordinates installations and maintains office hardware/software programs when needed.

Evaluates and makes determination regarding the need to pursue an administrative request to refund fees or a judicial request to enter an order releasing fees to client.

Verifies the accuracy of the amount requested and reconciles the request with case management documentation.

Schedules follow up alerts to confirm that refunded payments are received by eligible clients. Documents all steps in the case management system.

Receives and reviews requests for FCS business records.

Supervises the removal of 3rd party information from file, supervises the redaction of necessary information, provides a page count and fee amount to the requesting attorneys, and notifies the requesting attorneys of the amount owed for the FCS documents.

Makes case management entries documenting the fee status, communication with requesting parties, and the status of the records being picked up.

Monitors the timeliness of records requests being prepared for pickup, and timely pick up of the records by the requesting party.

Contacts requesting parties and maintains case management entries concerning records status. Collects fees for record copies and transports money to the Auditor’s office.

Documents all steps of file copy request in the case management system.

Serves as Subject Matter Expert for case management system and other software programs used in the department. Troubleshoots software issues prior to contacting IT.

Performs system testing for functionality as instructed by IT. Submits IT tickets regarding enhancements and monitors IT ticket requests.

Trains new hires on case management and other department programs and software. Trains administrative personnel on responsibilities and expectations of their positions.

Performs other related duties involved in the operation of the business as assigned or requested.

Qualifications

High School diploma or equivalent. Additional education will substitute for fulltime experience on a year-to-year basis. Four (4) full-time years legal or related office experience.

Must obtain and maintain notary license and TLETS Certification (TCIC/NCIC criminal background checks) within one year of hire. Microsoft office skills a plus. Requires strong organizational skills.

Ability to work well with people is a must. Knowledge Family Court Services and the services that are provided through this department. Family law and legal terminology preferred.

Effective organization and time management skills. Ability to work under pressure. Strong communication skills.

Additional Information

While performing the duties of this position, the incumbent is regularly required to sit, walk, climb, stoop, lift, push and pull.