Judicial Executive Assistant - Civil Courts Administration

Under limited supervision, performs advanced complex legal, administrative, technical and operations assistance and research for judges and court staff. Assists the judge, attorneys, jurors and the public in their interaction with the court system. Coordinates activities within the courtroom and monitors and assists with daily implementation and use of electronic courtroom equipment and the document management system during trials and hearings. Sets and calendars cases for hearing or trial coordination with court staff. Compiles and maintains statistical case management and docket information. Verifies accuracy and completion of legal documents including adherence to deadlines and statutory compliance. Communicates with jurors, witnesses, attorneys, other courts, law enforcement agencies and members of the public regarding cases and proceedings. Assists with selection and notification of jurors and provides information to jurors, attorneys and citizens.

Distinguishing Characteristics

This is a job classification within the Administrative Support job family. This classification is distinguished from the Judicial Aide in that incumbents typically have more experience, fewer administrative duties, and more direct responsibility for case management and directly advises the judge in the execution of judicial duties. Work is performed primarily in a courtroom setting. Incumbents are responsible for managing, scheduling and monitoring the docket and other courtroom activities for a specific Judge. Incumbents have jury management responsibilities. This classification has a significant impact on the operation of the court. This classification also operates and troubleshoots the electronic courtroom equipment and document management system.

• Assists in development, coordination and monitoring of docket control for a judge.
• Works and interacts with court staff, attorneys, jurors and the public by phone, mail, electronically and in person. Monitors case status to ensure accuracy and compliance with basic requirements and may notify parties of case settings, assignment of cases and coordination of any briefing schedules and docket control orders. Serves as liaison with members of the public, the bar, the bench, assorted agencies and litigants. Answers general questions about court activity, directs courtroom participants to the proper places, locates and summons litigants and witnesses. Responds to inquiries and communicates local rules and procedures to attorneys, other courts, the media, the general public and pro se litigants. Coordinates with law enforcement transportation units to arrange inmate attendance for court proceedings, as required. Assists elected officials and other administrative staff in retrieving and returning court files and exhibits, locating legal documents and making copies, greeting court participants, functioning as backup for other court staff, as required. Opens and closes each session of court.
• Assists with daily operation of electronic courtroom equipment and document management system. Ensures key personnel and other special staff are available to timely conduct court proceedings and ensures special equipment is available to conduct court operations. Coordinates with departments as necessary in connection with operation and functioning of the document management system in court. Assists in ensuring pleadings, exhibits or documents are retrieved for court proceedings in the event electronic systems are down when court proceedings are scheduled to commence or pursuant to court request. Assists visiting judges with electronic courtroom operations and operation of the document management system, as required.
• Provides suggestions concerning adjustments and changes in operation, handling of jury panels or program administration within the court. Performs jury management duties, including assisting in jury empaneling, overseeing jurors during the trial process, providing for the needs of jurors and coordinating juror communication with the court and/or notifying the court in the event of juror questions and notice of verdict. Assists with preparation of jury instructions and jury charges for courts in jury trial, assists with jury lists, jury panel requests and juror questionnaires, as required.
• Performs complex legal, administrative and technical assistance for a judge. Prepares written opinions, court orders, and other documents as requested. Performs general office duties, such as word processing, faxing, completion of reporting or statistical forms, ordering supplies, routing invoices, and responding to inquiries. Verifies accuracy and completeness of legal documents including adherence to local deadlines, policy and rule compliance, and statutory compliance. May perform complex statistical research, compilation of data and reporting on pending and disposed cases. Conducts research on case activity and preparation of statistical reports.
• Performs other job-related duties as assigned

Education and Experience

Associate’s degree in Criminal Justice, Public Administration, Business Administration or a directly related field AND five (5) 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.

Preferred

• SPANISH SPEAKING
• Bachelor's degree or paralegal certification.
• Prior experience in a court setting or legal office.
• Ability to type 55 words per minute with a high degree of accuracy.
• Enjoys interacting with the public with strong verbal communication skills.
• Prior experience responding to telephonic and in-person inquiries from attorneys, unrepresented litigants, paralegals and other legal staff.
• Minimum of one (1) year of first-level customer service work experience.
• Experience maintaining databases.
• Effectively works and maintains a professional demeanor under pressure.
• Excellent communication, time management, technical and problem-solving skills.
• Attention to details a must.
• Ideal candidate will be flexible,

Knowledge of

• Policies, practices, procedures, operations and legal terminology related to court system.
• Federal, State, Local and County applicable laws, rules, regulations and guidelines.
• Docket management.
• Courtroom procedures.
• Jury system and jury management.
• Modern office practices, procedures and methods.
• 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, juries and other legal staff.
• Problem-solving and decision-making.
• Conducting legal research.
• Coordinating the work of others.
• Operating a variety of modern office equipment, including a computer.
• Both verbal and written communication.

Ability to

• Perform complex legal, technical and administrative duties for a judge.
• Operate the data management system and electronic courtroom equipment.
• Manage time well, perform multiple tasks and prioritize work.
• Perform in a stressful environment while maintaining a professional manner.
• Research, compile, analyze, interpret and prepare a variety of statistical and other information.
• 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.

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.

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: Civil and Family Courts Facility (CFCF), 1700 Guadalupe Street, Austin, Texas

Department: Civil Courts

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

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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.