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Class Code:007409
Grade:18 (Exempt)
Closing Date: Until Filled

 

MONTGOMERY COUNTY CIRCUIT COURT, MARYLAND

 Personnel Class Specification

 

JUDGE’S ADMINISTRATIVE ASSISTANT

 

DEFINITION OF CLASS

An employee in this position provides highly responsible administrative and secretarial support to a Circuit Court judge. The employee works under the general supervision of the judge and is responsible for the execution and coordination of routine chambers duties. The employee is expected to have a thorough understanding of the Court as an organization, legal and chambers procedures and practices, and be able make independent decisions in dealing with the public and employees. Information obtained in the course of the performance of these duties may be confidential or private in nature. The employee in this position must recognize that visitors to the Court may be under significant stress and ensure that they are treated with dignity and discretion as they obtain court-ordered services. An employee in this position is at will and works at the discretion of the judge.

EXAMPLE OF ESSENTIAL FUNCTIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required Reasonable accommodations will be made in accordance with the applicable law to enable individuals with disabilities to perform the essential functions.

  • Types and proofreads opinions, letters, memoranda, orders, waivers, monthly reports, and similar or related materials from notes, dictation and/or rough drafts as required.
  • Drafts and types routine correspondence and answers inquiries from the public and court-related agencies.
  • Responsible for reception of chambers visitors, including attorneys, the general public, and court staff.
  • Reviews court files assigned to the judge and works in conjunction with the Assignment Office in setting events as directed by the judge.
  • Schedules conference calls, in-chambers conferences and specially set hearings, etc.  Contacts attorneys to ascertain status of cases, to ensure prompt filing of pleadings.
  • Maintains judge’s trial/court and appointments calendar.
  • Picks up mail from the mailroom on a daily basis; receives and reviews all incoming correspondence and processes appropriately.
  • Maintains chambers office supplies.
  • Reviews case files for signed Orders and Judge’s Memoranda to forward case file to the Clerk’s Office and the Assignment Office for docketing, scheduling, and distribution to counsel and litigants. 
  • Maintains tickler system to ensure that Orders and Judgments are promptly submitted for Judge’s signature when ripe and forwarded to the Clerk’s Office for docketing.
  • Maintains of Judge’s personal filing system, including notes.
  • Facilitates telephonic appearances and conference calls.
  • Assists in courtroom when necessary.
  • Monitors printer and distributes orders during court proceedings as directed.
  • Prepares monthly “under advisement list” and other reports to be submitted to the Administrative Judge.
  • Prepares Judge’s leave and other administrative requests and submits them for approval and processing.

This job description reflects management’s assignment of essential functions. The statements contained herein are intended to describe the general nature and level of work being performed by a person in this position. They are not to be construed as an exhaustive list of all duties that may be performed by such a person. Additional various tasks and assignments may be required by the Judicial Officer.

KNOWLEDGE, SKILLS AND ABILITIES

  • Ability to work the full-time standard Court work schedule of 8:00 a.m. to 5:00 p.m. (Monday through Friday) with flexibility to accommodate any necessary early or late meetings or court proceedings.
  • Maintain a regular, punctual and reliable level of attendance.
  • Ability to work independently and have high level of interpersonal skills to handle sensitive and confidential situations.
  • Ability to communicate effectively, orally and in writing.
  • Ability to exercise a high degree of judgment, tact, diplomacy and competence in dealing with judges, attorneys, court personnel and the public.
  • Demonstrated knowledge of secretarial and office administrative procedures.
  • Demonstrated knowledge of and ability to apply fundamentals of business English, spelling, grammar, punctuation, standard office practices and procedures.
  • Ability to operate standard office equipment and to use the Court’s case management database and other software applications including FileTrail and CourtSmart to obtain information needed to complete tasks.
  • Ability to set priorities and balance multiple duties and responsibilities tasks while at all times maintaining a professional demeanor when dealing with court personnel and the public.
  • Ability to make decisions based on experience, good judgment, and established policies and procedures.
  • Ability to pay attention to detail in composing, typing and proofing materials.
  • Ability to set priorities and balance multiple duties and responsibilities.
  • Demonstrated knowledge of and ability to apply fundamentals of business English, spelling, grammar, punctuation, standard office practices and procedures.
  • Excellent telephone manner and experience dealing with the public. 
  • Conversational Spanish desirable, but not required
  • Ability to lift and transport stacks of court files to perform the essential functions of this position.
  • Ability to develop and maintain collaborative and professional working relationships with court personnel and the public.

MINIMUM QUALIFICATIONS

  • B.S. or B.A. degree in public or court administration from an accredited university or a paralegal degree from an accredited institution with three years of legal secretarial experience. An equivalent combination of education and experience may be substituted with five years of court experience.
  • Advanced knowledge of Microsoft Office Suite; and general knowledge of the Circuit Court’s automated case management system.
  • Ability to type 60 wpm accurately.
  • Ability to take shorthand at 60 wpm preferred.
  • Excellent oral communication skills and an even temperament are high priority considerations for this position.
  • Excellent organizational skills and customer service are of the highest priority as well as competence and temperament to communicate with the legal community, in-house court personnel and the general public in a fast paced environment.
  • Superior writing skills and command of English are essential.
 

How to apply

  1. Please open the Online Employment Application PDF. Mac users MUST use Adobe to complete the application. The Mac "Preview" application will not transmit your information to us.The application form requires you to have Adobe Reader version 8 or higher. Go to http://get.adobe.com/reader/ to download the latest Adobe Reader version.
  2. A button marked “Highlight Fields” will be above and to the right of the Application form. Click the button to show fields that can be typed in.
  3. Complete all applicable fields by typing or clicking into each one.
  4. On the last page of the Application there are two buttons. The Print button will allow you to print a copy for yourself. The Save As button will allow you to save the completed application to your computer.
  5. Please send an email with following attachments to adminhr@mcccourt.com: completed application, cover letter, resume, and a writing sample.

Employment Application Form

 

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Montgomery County Circuit Court
50 Maryland Avenue, Rockville, Maryland 20850
Office Hours: Monday through Friday, 8:30 AM - 4:30 PM