Executive Assistant To Court Admin

Executive Assistant To Court Admin Location Stroudsburg, PA :

The purpose of this classification is to provide specialized support within the 43rd Judicial District to the District Court Administrator and Deputy Court Administrators. Duties and responsibilities include, but are not limited to: providing administrative support to the Office of Court Administration, calendar control, overseeing language assistance programs throughout all court offices, overseeing billing, invoicing, and purchasing, managing Administrative Unit case assignments, coordinating support for Senior Judges, coordinating system access for new employees, coordinating maintenance requests, and providing training and oversight to other Court Administration staff. This position works closely with the District Court Administrator in managing and preparing the annual budget. This individual is crosstrained to serve in any administrative support role within the Office of Court Administration.

ESSENTIAL FUNCTIONS

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

For Court Administration:

• Provides administrative support to the District Court Administrator and Deputy Court Administrators. Exhibits confidentiality in all aspects of position.
• Serves as the Language Access Coordinator, or other similar title, to facilitate language access to the patrons of the 43rd Judicial District. Processes interpreter requests for Court of Common Pleas daily. Serves as the Court's liaison to the Administrative Office of Pennsylvania Courts (AOPC) regarding language access, including for the AOPC's electronic interpreter request system, Language Access Data Collection system (LADC). Serves as the Court's liaison to interpreters, coordinating all interpreter assignments for the Court of Common Pleas. Processes all interpreter-related invoicing, including coordinating with out-of-state interpreters on Pennsylvania interpreting pay rates. Attends continuing education and informs District Court Administrator and Deputies on needed changes to policies and practices. Ensures the Court's Language Access Plan is updated as required by the AOPC. Ensures Court forms and orders are translated as needed. Collates and submits interpreter usage data for grant reimbursement on a yearly basis. Serves as the Court's subject matter expert on LADC; inputs interpreter request data into LADC; attends continuing education trainings and suggests business process changes to Court Administration as well as AOPC to improve efficiencies.
• Prepares all bills, invoices and purchase orders for review and authorization. Collates and sends all paper timesheets for the Court. Serves as liaison to Executive Branch offices for payment as appropriate. Understands Court's budget and budget process, including navigating the budgeting system. Suggests adequate appropriations for each line item during budget preparation as needed. Works closely with the Controller's Office to ensure timely processing of requests for payment. Serves as a primary point of contact to resolve questions or issues arising from vendors and business partners.
• Serves as liaison to other departments within the Court and County to ensure new employees have access to all necessary technology, systems, programs, databases, and physical offices. Provides training, guidance, and oversight to all Court Administration employees as needed. Serves in a senior Court Administrative staff capacity; provides added staff support during time of high volume or employee absence; assists in the coordination of large projects.
• Serves as the Court's primary liaison to the County Maintenance Department for all maintenance needs and requests throughout the Courthouse.
• Serves as liaison to all Judicial Districts comprised of the Administrative Unit in which the 43rd Judicial District lies. Corresponds with other Administrative Unit directors and liaisons. Makes assignments as appropriate. Prepares all orders and documentation as necessary. Coordinates all Administrative Unit assignments on a rotating basis with other Unit Counties. Schedules out of county judges to hear cases in this Courthouse as necessary, including ensuring adequate courtroom and/or jury availability, coordinating filing distribution, and addressing all correspondence in connection with Administrative Unit cases.
• Coordinates the assignment of Senior Judges. Provides administrative assistant support as needed. Coordinates law clerk support as necessary. Ensures all resources necessary for Senior Judge to carry out duties as assigned are available. Maintains Chambers files for all Senior Judges.
• Oversees calendar control functions; produces the annual master calendar and oversees the creation and publication of each individual judicial hearing list. Amends master calendars as needed. Serves as liaison to court administration staff and external partners regarding publication and error correction.
• Prepares, types and drafts various legal documents and correspondence; reviews information for accuracy and completeness; makes corrections and/or additions as needed; distributes documents to other departments, agencies, and/or personnel as appropriate; maintains electronic copies for departmental files and future reference; maintains confidentiality of all legal documents.
• Fills in, as needed, for Court Administration Administrative Assistants. Expected to be able to perform all the same duties as a Court Administration Administrative Assistant.
• Greets visitors, attorneys and the general public as necessary; answers questions and provides information; resolves conflicts and/or problems; collects necessary information; makes copies and files for departmental use.
• Receives and screens incoming telephone calls; routes calls and/or takes messages as necessary; answers questions as necessary; provides information accordingly.
• Utilizes various office equipment such as personal computer, calculator, fax machine, photocopier, and other equipment as necessary to perform daily duties; uses various computer software in the preparation of reports, documents and case tracking and maintenance; keeps apprised of changes in equipment and software; learns new programs as necessary.

In chambers:

• Provides coverage for judicial secretaries covering vacation, sick and personal time as assigned by the Court Administrator.
• Maintains schedule for judge in case management system and chamber-specific; notifies individuals of dates, times and cancellations and/or changes in appointment times.
• Prepares, types and drafts various legal documents and correspondence to include letters, memoranda, opinions, etc.; reviews information for accuracy and completeness; makes corrections and/or additions as needed; obtains approval and signature from judge as necessary; distributes documents to other departments, applicable filing office and/or personnel; maintains copies for departmental files and future reference; maintains confidentiality of all legal documents and proceedings.
• Maintains copies (if applicable and not readily available electronically) for future reference and use by the permanent judicial secretary and/or authorized individuals.
• Serves as liaison between assigned judge and attorneys, agencies, law enforcement, defendants, and other individuals; answers questions and provides information as required; contacts attorneys regarding motions and orders.
• Greets visitors, attorneys and the general public as necessary; answers questions and provides information; collects necessary information.
• Receives and screens incoming telephone calls for judges from attorneys, and other individuals; routes calls and/or takes messages as necessary; answers questions from staff, law enforcement, outside agencies, the public or other individuals as necessary; provides information accordingly.
• Utilizes various office equipment such as personal computer, calculator, fax machine, scanner, photocopier, and other equipment as necessary to perform daily duties; uses various computer software in the preparation of reports, documents and case tracking and maintenance; keeps apprised of changes in equipment and software; learns new programs as necessary.

• Receives incoming mail; sorts and distributes to appropriate individuals; prepares certified letters and outgoing mail; processes UPS and overnight packages; delivers to appropriate location.
• Perfomms other administrative duties such as scanning, photocopying, faxing documents; assisting other administrative and support staff with assignments; locating and printing docket entries, reviewing and organizing documents; and performing other duties as required during the day-to-day operations of assigned division.

ADDITIONAL FUNCTIONS

• Exhibits understanding and employs principles of confidentiality.
• Displays professionalism and conflict resolution skills when dealing with court users, the public, and colleagues as necessary.
• Works collaboratively with colleagues and employees of the Courts, Counties, and Commonwealth of Pennsylvania.
• Able to work in an environment with varying levels of authority.
• Exhibits willingness and ability to adapt to change.
• Able to work independently and with minimal supervision; able to exercise discretion and exhibit problem-solving skills.
• Coordinates with the Law Librarian to maintain a comprehensive judicial law library suited to the needs of Senior Judges.

• Understands and displays appropriate courtroom decorum.
• Performs other duties as assigned by the District Court Administrator.

MINIMUM QUALIFICATIONS

• High school diploma or GED
• Three (3) years previous experience and/or training that includes responsible legal, criminal justice and/or administrative functions required; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

PERFORMANCE APTITUDES

Data Utilization : Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.

Human Interaction : Requires the ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.

Equipment, Machinery, Tools, and Materials Utilization : Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.

Verbal Aptitude : Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.

Mathematical Aptitude : Requires the ability to perform addition, subtraction, multiplication, and division.

Functional Reasoning : Requires the ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.

Situational Reasoning : Requires the ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria.

ADA COMPLIANCE

Physical Ability : Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station.

Sensory Requirements : Some tasks require the ability to communicate orally.

Environmental Factors : Essential functions are regularly performed without exposure to adverse environmental conditions.

Monroe County, Pennsylvania, is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Job Type: Full-time

Pay: From $21.43 per hour

Expected hours: 35 per week

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Education:

• High school or equivalent (Required)

Experience:

• Administrative or Legal office: 3 years (Required)

Work Location: In person