Senior Administrative Assistant - Family Court Services (part-time)

at  BANNOCK COUNTY

PRIMARY FUNCTION

This position performs complex and highly responsible secretarial, clerical, and customer service duties to manage Family Court matters, not limited to civil filings. The primary function of this job is to receive and process a variety of paperwork associated with the Courts functions. Attention to detail and accuracy of data is extremely important in this job. Duties include processing of civil cases, entering data into ISC software, e-filing documents, track Family Court coordinated cases and various services. Requires close collaboration with Family Court team members. Performs a variety of administrative support duties for the Family Court Services department. Work is conducted under the Idaho Rules of Civil Procedures, Court Rules, Criminal Rules, Supreme Court Rules, Administrative Court Rules and Idaho State Code. Customer contact is frequent with the public, attorneys, Judges, other court personnel, law enforcement personnel and various State departments. The work is performed under the supervision of the Family Court Services Manager and Deputy Clerk of the Court Manager. The principal duties of this class are performed in a general office environment.

Essential Duties and Responsibilities (will vary by assignment)

• Monitor Family Court Services coordinated cases and paperwork flow for appropriate time frames, processing and follow-up.
• Verify and track records and other information in Odyssey for verification and processing.
• E-file paperwork as directed by the Family Court Services Manager in civil cases.
• Answer calls and direct accordingly for Family Court Services Manager and various positions within the Family Court Services department.
• Receive, coordinate and process the Family Court Services Co-parenting Class, Focus on Children. Track receipts, send out necessary materials, utilize tracking software and further E-file certificates of completion.
• Contact and assist in coordination of evaluators, assessors, mediators, supervised visitors for certain cases; prepare and process related paperwork. Assist in tracking progress and completion of Family Court Services.
• Provide community resource materials including, but not limited, family, mental health, court services, domestic violence, guardian and conservatorship and/or court assistance.
• Provides information to customers on court proceedings, status of cases, and court resources.
• Distribute and receive for processing, financial assistant applications for Family Court Services.
• Assist in Family Court trainings and communications with professional providers for services under IRFLP.
• Implement and utilize various technology and software for Family Court Services tracking systems and budgets.
• Collect monthly data and enter into Family Court tracking systems.
• Answers phone calls and responds to Family Court Services questions.
• Creates, types and proofs letters and reports to attorneys and non-represented litigants.
• Performs all work duties and activities in accordance with County and Court policies, procedures and safety practices.

Other Duties and Responsibilities
Performs other related duties as required.
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COMPETENCY REQUIREMENTS

Knowledge of:

• Court and judicial system operations, processes, procedures, protocols, terminology, and policies;
• Applicable federal, state, and local Court codes and standards;
• Legal documents, civil filing fee schedule, procedures of the Idaho Department of Transportation as related to job functions, Idaho Supreme Court Clerks Manual, WestKM and/or other applicable search programs, Odyssey system, SPILLMAN jail computer system;
• Customer service procedures, techniques, and objectives;
• Operation of standard and specialized office equipment;
• Operation of a personal computer and job-related software;
• Preparation and maintenance of records, files, reports, Family Court Services calendars, and schedules;
• Basic budgeting knowledge and bookkeeping methods and procedures;
• English grammar, spelling, punctuation, and composition;
• Current office practices and procedures.

Ability to:

• Follow oral and written instructions;
• Maintain and prepare accurate files, documents, records, and databases;
• Relate well and communicate with difficult persons who may not understand the court system and/or persons who are involved with court cases;
• Understand or learn legal terminology;
• Work independently;
• Read rules, statutes and ordinances related to court proceedings;
• Review files and determine their content and completeness and perform follow up work as needed;
• Provide excellent customer service;
• Operate standard office equipment, a personal computer, and program applications appropriate to duties;
• Enter data accurately into court computer system(s);
• Prepare court and legal documents, following a prescribed format to ensure accuracy and compliance with legal requirements and standards;
• Establish and maintain effective working relationships with judges, the public, attorneys, court personnel, local elected officials, and other County employees under occasionally stressful conditions;
• Communicate effectively both orally and in writing;
• Independently, perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines;
• Perform multiple tasks simultaneously, including handling interruptions, and return to and complete tasks in a timely manner;
• Perform time management and scheduling functions, meet deadlines, and set project priorities;
• Work well under pressure and maintain a calm and professional demeanor, under stressful or adversarial conditions;
• Maintain individual and Court confidentiality.

ACCEPTABLE EXPERIENCE AND TRAINING

• High school diploma or GED equivalency with course background in office skills is required; and
• Two (2) years experience in legal or court setting is required; or
• Four (4) years experience performing administrative support duties and the ability to learn legal terminology and each segment of the court process within first six months on the job; or
• Any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the work.

ESSENTIAL PHYSICAL ABILITIES

• Sufficient clarity of speech and hearing, with or without reasonable accommodation, which permits the employee to discern verbal instructions and communicate effectively on the telephone and in person;
• Sufficient visual acuity, with or without reasonable accommodation, which permits the employee to comprehend written work instructions and review, prepare, and organize documents and files;
• Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate a personal computer and standard and specialized office equipment;
• Sufficient personal mobility, agility, strength, and physical reflexes, with or without reasonable accommodation, to move boxes of paper weighing up to 30 pounds, sit or stand for an extended period of time, and work in an office environment.

PURPOSE OF CLASS

Performs secretarial, clerical and customer service duties to provide administrative support to Magistrate and District Court; Family Court Services Department; performs related work as required.

Essential Duties and Responsibilities (will vary by assignment)

• Monitor Family Court Services coordinated cases and paperwork flow for appropriate time frames, processing and follow-up.
• Verify and track records and other information in Odyssey for verification and processing.
• E-file paperwork as directed by the Family Court Services Manager in civil cases.
• Answer calls and direct accordingly for Family Court Services Manager and various positions within the Family Court Services department.
• Receive, coordinate and process the Family Court Services Co-parenting Class, Focus on Children. Track receipts, send out necessary materials, utilize tracking software and further E-file certificates of completion.
• Contact and assist in coordination of evaluators, assessors, mediators, supervised visitors for certain cases; prepare and process related paperwork. Assist in tracking progress and completion of Family Court Services.
• Provide community resource materials including, but not limited, family, mental health, court services, domestic violence, guardian and conservatorship and/or court assistance.
• Provides information to customers on court proceedings, status of cases, and court resources.
• Distribute and receive for processing, financial assistant applications for Family Court Services.
• Assist in Family Court trainings and communications with professional providers for services under IRFLP.
• Implement and utilize various technology and software for Family Court Services tracking systems and budgets.
• Collect monthly data and enter into Family Court tracking systems.
• Answers phone calls and responds to Family Court Services questions.
• Creates, types and proofs letters and reports to attorneys and non-represented litigants.
• Performs all work duties and activities in accordance with County and Court policies, procedures and safety practices