Judicial Aide - Civil Courts Administration

Full Job Description

Under minimal supervision, performs complex administrative, legal and research duties for judge and other members of the legal staff. Sets cases for hearing or trial.

Monitors cases for compliance and is responsible for communicating with legal commitments, other courts, and law enforcement agencies.

Verifies accuracy and completeness of legal documents including adherence to completion of deadlines and statutory compliance. Coordinates division schedules, workloads and projects.

Performs various administrative duties for judge. Provides assistance to court staff in coordinating jury trials.

DISTINGUISHING CHARACTERISTICS:

This is the first in a series of two judicial-related job classifications within the Administrative Support job family. This classification works directly under Criminal or Civil judges.

This classification is distinguished from the Judicial Aide Specialist and Court Operations Officer in that incumbents do not work directly in the courtroom and they typically have less experience, more administrative duties, less direct responsibility for case management and act more as a liaison than an advisor or representative for a judge.

Sensitivity to detail and confidentiality.

Requirements

Schedules, prepares, manages and monitors all cases assigned to the specific court through court settings and re-settings until disposition.

Sets cases for hearing or trial as requested by attorney, party, or judge. Monitors case status to insure accuracy and compliance with basic requirements. Notifies parties of case settings.

Coordinates transfer of cases between other courts and jurisdictions.

Coordinates with County departments and attorneys on jail defendants to ensure that those cases are ready for trial and are heard expeditiously.

Assists judges in designing annual docket schedule of trial activities and disseminates schedule to attorneys.

Monitors preparation of judgments on defendants in jail to ensure orders are completed in a timely fashion.

Reviews and analyzes multiple legal documents. Creates and maintains court dockets. Prepares written opinions, court orders and other legal documents as requested by the judge.

Enters, updates, processes, retrieves and disseminates information and documents using multiple systems and databases.

Drafts, types and prepares memoranda, legal documents and correspondence in conjunction with the disposition of cases, opinions, court orders, jury charges, judgments and other County transactions.

Organizes, maintains and retrieves case files for assigned courts. Transcribes legal and other technical dictation. Proofreads legal documents.

Performs confidential legal secretarial assistance in complex cases.

Performs various administrative duties for judge(s). Schedules appointments, maintains calendars and reminder systems for the judge and court administrative staff.

Obtains travel arrangements, and prepares and processes necessary forms. Ensures adequate inventory of office supplies. Processes, organizes and distributes mail for judges and staff.

Screens walk-ins and telephone callers and refers to appropriate office.

Assists in retrieving and returning court files and exhibits, locating legal documents and making copies, greeting court visitors, as required.

Serves as a liaison between judge and attorneys, law enforcement and other agencies, County and other officials and staff, the media and the public regarding case settings and proceedings.

Attends meetings and drafts minutes for distribution. Communicates with attorneys, other courts, and the general public to provide guidance on local rules and procedures.

Coordinates media responses and may represent the judge in various communications. Responds to inquiries regarding status of cases and contract and opinion preparations.

Communicates case information, practices, local rules and procedures to attorneys, other courts, jurors, the media, the general public and litigants.

Answers general questions about court activities and directs courtroom traffic.

Requests visiting judges through state monitored process. Maintains calendar of court hearings and special case assignments for visiting judges.

Notifies visiting judges of settings and provides them with case information. Makes travel arrangements and processes payment claim forms and travel reimbursements for visiting judges.

Acts as liaison for visiting judges and locates courtrooms for them.

Attends court proceedings to create and finalize legal documents and record summaries of actions taken in court upon the direction of the judge or attorney. Organizes and maintains accurate case files.

Ensures that all legal documents are filed and copies are disseminated to involved parties. Swears in witnesses, notarizes documents, makes and maintains recordings of court proceedings.

Ensures key personnel and other special staff are available to conduct court. Assists with daily operation of electronic courtroom equipment and document management system.

Ensures special equipment is available to conduct court. Coordinates with clerk's office to get case files transported to courtroom.

May act as a relief bailiff, and prepares the courtroom for court sessions, opens and closes each session of court.

Provides assistance to court staff with the coordination of jury trial. Coordinates juror communication with the court and notifies the court of juror questions or notifications of verdict.

Assists with the preparation of jury instructions and charges. May assist in the preparation of jury lists and questionnaires, as required.

Conducts research on case activity and prepares statistical reports. Maintains effective document, file and record retrieval system.

Compiles information in several specialized databases and extracts information through the use of queries. May be responsible for coordinating and tracking off-site case files.

May ensure that all indigent defendants receive court appointed counsel. Manages rotating lists of attorneys with various levels of qualifications.

Reviews cases in multiple databases to determine the appropriate setting and level of attorney qualification. Prepares appropriate legal paperwork necessary for court appointments.

Enters jail case setting information to create the court's jail dockets.

Performs other job-related duties as assigned.

Qualifications

Education and Experience:
Associate's degree in Criminal Justice, Public Administration, Business Administration or a directly related field AND four (4) years of responsible administrative or general business experience in a court, judicial, legal office or a directly related environment involving some limited legal research, administrative and technical duties;

OR,

Any combination of education and experience that has been achieved and is equivalent to the stated education and experience and required knowledge, skills, and abilities sufficient to successfully perform the duties and responsibilities of this job.

Licenses, Registrations, Certifications, or Special Requirements:
None required.

Knowledge, Skills, and Abilities:

Knowledge of:

• Policies, practices, procedures and legal terminology related to court system.
• Legal terminology, principles, procedures, documents and forms.
• Court scheduling and case management.
• Office protocol and management.
• Computer equipment to include word processing, spreadsheets, databases and a variety of software packages.
• Business letter writing, grammar and punctuation, and report preparation.

Skill in:

• Working directly with judges and other court personnel.
• Communicating effectively with court participants and observers.
• Managing court dockets.
• Conducting legal research.
• Both verbal and written communication.

Ability to:

• Prepare written opinions and other legal documents.
• Compile and analyze moderately complex statistical information.
• Conduct administrative duties for a judge in an office setting.
• Work under minimal direction.
• Prioritize work.
• Maintain confidential data and information for judicial staff.
• Establish and maintain effective working relationships with County employees and officials, judges, attorneys and other participants in the civil justice system, representatives of outside agencies, and the general public.

Additional Information

Physical requirements include the ability to lift/carry up to 20-50 pounds occasionally, visual acuity, speech and hearing, hand and eye coordination and manual dexterity necessary to operate a computer and office equipment. Subject to sitting, client/customer contact, standing, walking, vision to monitor, repetitive motion, stooping/kneeling, squatting, bending, and reaching to perform the essential functions. Subject to extensive phone and client contact.

Travis County employees play an important role in business continuity. As such, employees can be assigned to business continuity efforts outside of normal job functions.

Work Hours: 8 am - 5 pm, Monday-Friday.

Location: 1700 Guadalupe Street, Austin, Texas

Department: Civil Courts

Criminal, Driving, Education, and Employment Background Checks Required.

For updates or questions on this position, contact: Jacob.Stokes@traviscountytx.gov

This job description is intended to be generic in nature. It is not necessarily an exhaustive list of all duties and responsibilities. The essential duties, functions and responsibilities and overtime eligibility may vary based on the specific tasks assigned to the position.