Judicial Assistant ID- 11335
General Statement of the Job & Essential Functions
Under limited supervision performs a variety of complex secretarial functions of a confidential nature for Circuit Court Judges. The incumbent types and copies a variety of correspondence, forms and reports. The employee utilized computerized data entry equipment to prepare and maintain a variety of departmental records. Work involves public contact in greeting visitors and answering telephones, receive inquires and routing communications. Responsibilities include establishing department filing systems. Employee prepares daily dockets for court appearances. Employee supplies Chief Judge with completed copy of dockets for review. Employee provides trial dates and trial outcome information to appropriate parties. Reports to the Circuit Court Judge.
Knowledge, Skills & Abilities
ESSENTIAL JOB FUNCTIONS
Prepares and maintains dockets, cases, orders, pending and ending case dispositions, law books, supplements and city codes.
Schedules and records motions and hearings.
Maintains calendars and schedules meetings and appointments; confirms reservations.
Types materials from typed or handwritten copy or machine dictation, which requires use of a variety of formats for preparing correspondence, memoranda, reports, schedules, records, cards, etc.; assumes responsibility for correctness of spelling, punctuation, grammar and format.
Utilizes computerized data entry equipment and various word processing, spreadsheets and/or file maintenance program to enter, store and/or enter retrieve information as requested or otherwise necessary; establishing files and modifying existing files.
Answers telephones or greets visitors, receives inquiries and complaints, providing information based on general knowledge of programs and activities, or referring callers to appropriate personnel, as necessary; routes messages for department personnel, as necessary.
Establishes and maintains a variety of tangible files, filing and retrieving information as requested or otherwise necessary; prepares photocopies of various documents.
Processes accounts payable; prepares payment requests, closes out purchase orders, increases or decreases purchase order amounts and records payments on purchase orders.
Prepares payroll for departmental employees; prepares leave and compensatory time reports; maintains payroll, leave and personnel files and documents.
ADDITIONAL JOB FUNCTIONS
Performs other related work as required.
Education, Experience & Special Requirements
Vocational diploma in secretarial science, business, public administration, computer applications or a related field and 3 to 5 years of responsible secretarial experience including use of computers and standard software applications; or any equivalent combim1tion of training and experience which provides the required knowledge, skills and abilities.
Physical Demands
Physical Requirements: Must be physically able to operate a variety of automated office machines which include a computer, an adding machine, calculators, copiers, facsimile machines, telephones, etc. Must be able to exert up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary Work involves sitting most of the time but may involve walking or standing for periods of time.
Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.
Interpersonal Communications: Requires the ability of speaking and/or signaling people to convey or exchange information. Includes giving instructions, assignments, and/or directions to subordinates or assistants.
Language Ability: Requires the ability to read and prepare a variety of correspondence, reports, records, forms, statistical summaries, policy manuals, etc., using prescribed formats in conjunction with, all rules of punctuation, grammar, diction, and style. Requires the ability to speak before groups of people with poise, voice control, and confidence.
Intelligence: Requires the ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts, and draw valid conclusions; to interpret an extensive variety of technical instructions in mathematical or diagrammatical form; deal with several abstract and concrete variables.
Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently using Standard English.
Numerical Aptitude: Requires the ability to utilize mathematical formulas, to add and subtract, multiply and divide. Must be able to utilize decimals, percentages and interpret graphs.
Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width, and shape.
Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately while using automated office equipment.
Manual Dexterity: Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc. Must have minimal levels of eye/hand/foot coordination.
Color Discrimination: Does not require the ability to differentiate between colors and shades of color.
Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under minimal levels of stress when confronted with persons acting under stress.
Physical Communication: Requires the ability to talk and/or hear: (talking - expressing or exchanging ideas by means of spoken words; hearing - perceiving nature of sounds by ear).
PERFORMANCE INDICATORS
Knowledge of Job: Has considerable knowledge of City and departmental rules, regulations, policies and procedures, and the ability to interpret them. Has considerable knowledge of the organization and functions of the City. Has considerable knowledge of modern office practices and procedures. Has considerable knowledge of arithmetic, spelling, grammar, punctuation and vocabulary, Is skilled in the operation of common office equipment, including popular computer-drive word processing, spreadsheet and file maintenance programs. ls able to make routine administrative decisions independently in accordance with laws, regulations, and City policies and procedures, and to solve problems and answer questions. Is able to develop and modify work procedures, methods and processes to improve efficiency. Is ab1e to screen communications and, based on content, handle independently or route to proper source. ls able to correct spelling, grammatical, punctuation and typing errors. ls able to use independent judgment in organizing and establishing format. Is able to gather information from a variety of sources and draft documents. Is able to establish and maintain moderately complex flies. ls able to communicate effectively orally and in writing, Is able to exercise tact and courtesy in frequent contact with the general public. Is able to establish and maintain effective working relationships as necessitated by work assignments.
Quality of Work: Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication, interacts within departments/divisions along with co- workers and the general public.
Quantity of Work: Maintains effective and efficient output of all duties and responsibilities as described under "Essential Job Functions."
Dependability: Assumes responsibility for doing assigned work and meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, city policy, standards, and prescribed procedures. Accepts accountability for meeting assigned responsibilities in the technical, human, and conceptual areas.
Attendance: Attends work regularly and adheres to city policies and procedures regarding absences and tardiness. Provides adequate notice to higher management with respect to vacation time and time- off requests.
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Judgment: Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occur and specifies decision objectives. Determine or assists in determining alternative solutions to problems. Implements decisions in accordance with prescribed and effective policies and procedures and with minimum errors. Seeks expert or experienced advice and research problems, situations, and alternatives before exercising judgment.
Cooperation: Accepts supervisory instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences are justified, i.e., poor communications, variance with city policy or procedures, etc. Offers suggestions and recommendations to encourage and improve cooperation between all staff persons within the department.
Relationships with Others: Shares knowledge with supervisors and staff for mutual and departmental benefit. Contributes to maintaining high morale among all department employees. Develops and maintains cooperative and courteous relationships with department employees, staffers and managers in other departments, representatives from organizations, and the general public to maintain good will toward the department and project a good departmental image. Tactfully and effectively handles requests, suggestions and complaints from other departments and persons in order to maintain good will within the city. Interacts effectively with fellow employees, supervisor, professionals and the general public.
Coordination of Work: Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with effective time-management methodology. Avoids duplication of effort. Estimates expected time of completion of elements of work and establish a personal schedule accordingly. Attends meetings, planning sessions for specific work elements, and discussions on time. Implements work activity in accordance with priorities and estimated schedules. Maintains a calendar for meetings, deadlines and events.
Safety and Housekeeping: Adheres to all safety and housekeeping standards established by the city and various regulatory agencies. Sees that the standards are not violated. Maintains a clean and orderly workplace.
AMERICANS WITH DISABILITIES ACT (ADA) REQUIREMENTS
The City of Portsmouth is an Equal Opportunity Employer. ADA requires the city to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss potential accommodations with the employer.
This is a class description and not an individual position description. A class specification defines the general character and scope of duties and responsibilities of all positions in a job classification but is not intended to describe and does not necessarily list all the essential job functions for a given position in a classification.
This class description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as needs of the employer and the requirements of the job change.
