Administrative Assistant

Full Job Description

This is a non-Civil Service position in the State Trial Courts. The Administrative Assistant serves as the “front office” of the 8th Circuit Court.

This role involves performing critical and advanced secretarial and administrative duties related to processing legal documents and records, serving as the executive assistant to the 8th Circuit Court Judge, and carrying out other court-related responsibilities to maximize the court’s efficiency and capacity.

Requirements

A typical day requires the Administrative Assistant to arrive in office between 7:30 and 8:00 am until 4:00 or 4:30 pm. to prepare the courtroom for the day’s proceedings.

A significant portion of role involves accurately and efficiently processing court documents to ensure the smooth operation of courtroom proceedings and the judge’s schedule.

Throughout the day, the Administrative Assistant continues to manage incoming phone calls and emails directed to the 8th Circuit Court while maintaining and optimizing the judge’s calendar to maximize efficiency for both the judge and staff attorneys.

The strongest candidate for this position will:

• Have knowledge of the legal system and the courts
• Effectively prioritize tasks to maximize efficiency for the judge and staff attorneys
• Maintains the highest standards of confidentiality
• Be punctual, detail oriented, and committed to accuracy
• Demonstrate and maintain a sense of curiosity when faced with problems
• Be a reliable problem solver
• Be a learner who can work without excessive levels of management and oversight
• Represent themselves appropriately and professionally in written and oral communication

Work well in a busy environment, designating their time and attention appropriately between a variety of tasks, including typing a variety of legal documents and correspondence, transcribing dictation.

Processing mail and email, answering telephone calls, and maintaining files and records, monitoring and/or operating courtroom recording and presentation equipment.

• Maintain critical records
• Effectively manage the judge’s calendar, including court dates, meetings, and related responsibilities to ensure maximum efficiency day to day.

Qualifications

An Associate Degree, Bachelor’s Degree, or Paralegal Certification from an accredited college, university or professional school is preferred. A minimum of 3 to 5 years of experience in a legal office or environment preferred.

Note: Per Metro Ordinance No. SO94-1078. All employees of the Metropolitan Government shall be residents of the State of Tennessee or become residents of the state within six (6) months of employment as a prerequisite to employment with the Metropolitan Government.

Additional Information

• Proficient in Microsoft Office skills
• Must type 60 wpm or more and transcribe dictation
• Excellent proof-reading and editing skills
• Excellent written and verbal communications skills
• Proficient in grammar, punctuation, and spelling
• Superior organizational skills
• Excellent interpersonal skills in dealing with attorneys, litigants, and the public
• Ability to multi-task in a busy environment
• Strong attention to detail

• Employee must be a U.S. citizen or eligible to work in the U.S.
• Employees must comply with court confidentiality requirements, including handling confidential information in a variety of contexts.
• Employees of the Eighth Circuit Court are “at will” and can be terminated at any time with or without cause.

Final candidate is subject to a background check and subsequent favorable suitability determination.

APPLICATION PROCESS:

Qualified applicants should submit the following:

• A cover letter
• Resume
• Three (3) references who can attest to the applicant’s ability to perform the job functions listed herein in a timely fashion while working under limited guidance and direction.

THE EIGHTH CIRCUIT COURT IS AN EQUAL OPPORTUNITY EMPLOYER