Purpose of Class

Performs complex and diverse administrative and secretarial duties assisting district and/or magistrate judges as assigned; Supervises other staff as assigned; performs related work as required.

Primary Function

This position performs complex and diverse legal administrative, secretarial, and clerical duties assisting assigned judges; the positions in this class are sometimes known as Lead Secretary, Judicial Secretary and/or Floating Secretary. All have a similar level of responsibility, except that the float Secretary must be flexible and knowledgeable about all/each judge's protocols. Duties include complex, competitive scheduling, calendaring, clerking of all court hearings and preparing legal documents. This position also covers court and is the clerk for all out of county Judges who are presiding over Bannock County cases. The position includes clerking for one District Judge's full civil case load and a full magistrate case load of adoptions and guardianship/conservatorship cases. The work may also involve supervising other clerical and administrative support staff and coordinating courtroom functions with security, judicial staff attorneys, court reporters and other court personnel. The work is performed under the supervision of each judge, and under the Deputy Clerk of the Court Manager or County Clerk. This position also provides float and training for court records. The principal duties of this class are performed in a general office environment.

Essential Duties And Responsibilities (will Vary By Assignment)

Schedules and maintain competitive and complex court calendars based on the individual nature of the each court's proceeding requested to assure efficient courtroom flow and time management for counsel including giving notice to the parties involved; schedules and maintains individual calendar for judges as needed;
Posts to the Register of Action and updates events on Idaho Supreme Court software regarding all civil and criminal proceedings that appear on the Idaho Supreme Court website and that is accessed by the public, judges, deputy clerks, employers, prospective employers, etc.;
Pulls, prepares, and distributes files of scheduled cases and related legal documents to judges, attorneys, and other court personnel;
Performs case management duties by tracking and monitoring cases to ensure that cases are disposed in a timely manner, in accordance with Court standards, Idaho Statutes, Court rules, policies and procedures;
Manages both criminal and civil warrants by ensuring that proper warrants are issued and that when quashed the active warrant is recalled preventing false arrests;
Answers inquiries and provides information on scheduling and other court proceedings to the public, attorneys, court personnel, law enforcement agencies, relatives of litigants, litigants and other interested and affected parties while protecting the judge from information which could affect the judge's ability to make an unbiased decision on pending cases; according to Idaho Supreme Court Administrative Rule 32;
Transcribes and prepares legal documents including, but not limited to, court orders, memorandum decisions, hearing notices, findings, calendars, correspondence, and related documents;
Takes minutes during all court hearings and creates a log of all testimonies involved in a case as the official record of every court proceeding which will be used in the event the case is appealed to a higher court.
Organizes and maintains exhibits during jury and court trials per department policy and procedures;
Works with jails, prisons, and other holding agencies to ensure proper booking, transport to and from the courthouse and release of defendants as prescribed by the Orders of the court;
Receives all disqualifications of judges and public defenders, keeps track of rotation, and assigns a conflict judge and public defender.
Prepares marriage licenses, processing mail, preparing judicial reporting requirements and travel vouchers, maintaining office supplies and needs, etc.;
Supervises, trains, schedules and evaluates the Deputy Clerk functions of the Magistrate Juvenile Court;
Uses the FTR recording program to record hearings held as required by Idaho Court Rule; ensures equipment such as speakers and recorders are working correctly to provide the record in the event that a transcript has to be produced;
Monitors defendants placed on court probation, including tracking fine payments, class attendance, treatment, employment and related orders;
Assists with Court functions including, but not limited to, clerking for Drug Court, directing Court Interns, preparing marriage licenses, processing mail, preparing judicial state reporting and travel vouchers, inventorying and maintaining office supplies and other assigned duties;
Processes, monitors and analyzes reports required by the Idaho Supreme Court;
Reports findings regarding the Child Protection Act processing to the Judge and schedules appropriate hearings;
Performs all work duties and activities in accordance with Idaho Code, Idaho Supreme Court Rules, County and Court policies, procedures and safety practices.
Trains new deputy clerks who work in Court Records.
Floats in Court Records, when assigned.

Other Duties And Responsibilities

Performs other related duties as required.

Knowledge Of

Competency Requirements (will vary by assignment)

All the judicial secretaries positions, both district court and magistrate court, and be able to competently fulfill the desks either spontaneously or scheduled;
All the desks in Court Records and be able to competently fulfill the duties either spontaneously or scheduled;
Extensive knowledge of court and related judicial system operations, legal processes procedures and methods, legal terminology, and policies;
Supervisory methods and techniques; personnel management and objectives;
Applicable federal, state, and local Court statutes, codes, and ethical standards;
Working knowledge of difficult customers service procedures, techniques, and objectives;
Operation of standard and specialized office equipment including copy machines; fax machines; multi-line telephone system; personal computers with ability to use Idaho Supreme Court software, Spillman, the multi-agency jail/dispatch database; and other related software;
Preparation and maintenance of records, files, reports, court calendars, and schedules;
Transcription and preparation of court and legal documents, findings, orders, correspondence, and related documents;
Excellent execution of English grammar, spelling, punctuation, and composition;
Basic bookkeeping and accounting practices and procedures;
Current office practices and procedures.

Ability To

Able to complete all requirements of a judicial secretary listed below for all district and magistrate judges either spontaneously or scheduled;
Able to complete all requirements of each of the desks in Court Records
Trained to cover for Bonds & Fines, Warrant Clerk and JEO;
Provides administrative support for the Trial Court Administrator;
Schedule and maintain extremely competitive court schedules and calendars;
Prepare, review, and maintain files, records, reports, databases, and correspondence to determine their content and completeness and perform follow-up work as needed;
Prepare court and legal documents, following a legal format pursuant to Idaho Code, to ensure accuracy and compliance with legal requirements and standards;
Take and transcribe dictation;
Operate standard office equipment, a personal computer, and program applications appropriate to assigned duties;
Establish and maintain effective working relationships with judges, the public, supervisory personnel, attorneys, court personnel, local elected officials, and other County employees under occasionally stressful conditions;
Perform basic bookkeeping and accounting functions;
Understand and follow complex oral and/or written policies, procedures, and instructions;
Communicate effectively both orally and in writing;
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 complex 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;
Use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions.
Able to be flexible in accomplishing tasks and able to work with the individual protocols of individual offices.

Acceptable Experience And Training

High school diploma or GED equivalency and advanced secretarial or legal office training is required; and
Three (3) to five (5) years experience in a court environment is required; 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 office equipment;
Sufficient personal mobility, agility, strength, and physical reflexes, with or without reasonable accommodation, which permits the employee to work at a keyboard for an extended period of time, lift up to 25 pounds, and work in an office and courtroom environment.

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Bannock County

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