Van Buren County

Trial Court Administrative Assistant

Circuit Court - Paw Paw, MI - Full Time

Pay Rate: Starts at $20.86/hour

PURPOSE:     The purpose of this position is to provide administrative and clerical support to the Trial Court Administrator and the Court Management Team.  This position provides back-up coverage for the Judicial Aide positions and Court Services Coordinator position as needed. 

ABILITIES, KNOWLEDGE, AND SKILLS:
  • Must possess excellent verbal and written communication skills.
  • Must be skilled in Microsoft Office and general office equipment.
  • Must be able to read and analyze, appraise, and organize court orders, statutes, procedures, guidelines, policies, and court rules.
  • Must be able and willing to stay current with technological changes including the use of new software, hardware, and any related updates.
  • Must have demonstrated ability to deal with a high volume of customers in a courteous and professional manner.
  • Must communicate in a professional manner with case parties, attorneys, judges, coworkers, and others.
  • Must be extremely organized with the ability to keep others organized.
  • Must be able and willing to attend training for professional development.
  • Must be able to perform job responsibilities and provide customer service in a bias-free manner.

PHYSICAL REQUIREMENTS AND/OR WORKING CONDITIONS:
Requires the ability to operate a variety of office equipment. Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and pulling of objects weighing ten to twenty pounds.  Tasks may involve extended periods of time at a keyboard or workstation. Must be able to concentrate in a sometimes stressful and noisy environment.
           
PRINCIPLE DUTIES AND RESPONSIBILITIES:
The following duties are normal for this position.  These are not to be construed as exclusive or all-inclusive.  Other duties may be required and assigned.
  1. Perform public reception duties.  Screen and route telephone calls, provide information to callers and visitors or refer to appropriate person or agency, take and relay messages.  Screen written communication and process requests submitted to Court Administration.
  2. Assist the Trial Court Administrator in scheduling, developing goals and objectives, internal policies, procedures, rules and regulations. 
  3. Update website and post weekly on social media regarding court-interest activities.
  4. Prepare and maintain court forms, Local Administrative Orders, policies, and related functions as requested.
  5. Assist Court Management Team with time-management projects, report writing, form creation, presentation development, Zoom set up, or other projects as needed.
  6. Approve/research/background check bond agency applications and maintain quarterly bond agency list.
  7. Proof and edit written material for accuracy and completeness.
  8. Provide backup coverage to the Court Services Coordinator performing Jury services and all Judicial Assistant positions.
  9. Serve as Bailiff during Jury Trials.
  10. Assist with budgeting activities.
  11. Send reminders and attend management level meetings, prepare agendas and record minutes.
  12. Maintain record of security incident reports, update emergency phone lists and emergency flip charts.
  13. Responsible for bidding, purchasing, and payment of the court’s office supplies and other invoices.
  14. Prepare and review statistical reports.
  15. Assist with the annual report and State of the Court materials.
  16. Complete fingerprinting and background checks for potential new court staff or interns.
  17. Conduct new employee orientation for all divisions of the court. 
  18. Create, format, and distribute the quarterly court-wide newsletter.
  19. Coordinate social events and public relation activities.
  20. Coordinate and facilitate court staff programs, activities, and events.
  21. Assist with technical issues and equipment throughout the court.
  22. Maintain electronic inventory and supply/install equipment for staff as approved by administration.
  23. May be assigned to work in any court location, as needed.
  24. May be required to work flexible hours which could include early mornings or evenings.
  25. Performs other administrative support / clerical duties as assigned.

QUALIFICATIONS & EXPERIENCE:
High school diploma/GED required.  A minimum of 2 years’ experience in customer service or administration required.

Possession of an associate or bachelor’s degree from an accredited university, college or business school is preferred.  Will consider any combination of experience and education.  

SUPERVISION:
This position reports to the Trial Court Administrator.

OTHER REQUIREMENTS:
The individual in this position is an at-will employee and serves at the pleasure of the Chief Judge.  Employment is dependent on background check, criminal history and fingerprint check, and drug screen.  Applicant must complete the county application form.  Must be able to maintain a record of orderly, law-abiding citizenship, sobriety, and integrity.  Must adhere to the Model Code of Conduct for Michigan Trial Court Employees.
 
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