POSTED DATE: June 9, 2017 SUBMISSION DATE: June 18, 2017
Purpose of Position:
The Judicial Assistant Specialist operates recording equipment during court hearings; maintains logs of all recorded cases and exhibits retained by the Court; performs the duties of a Court Support Specialist when existing Court Support Specialists are assigned and there is an unexpected absence; and provides administrative support for various Court programs and functions.
Essential Job Functions:
Operate, monitor, and maintain courtroom audio/video recording equipment to provide an official record of trials, hearings, dockets, and any other court proceedings that require an official record.
Type disc labels and maintain log books to track information regarding court proceedings.
Replay excerpts of recorded proceedings as requested during the course of a proceeding.
Copy portions of proceedings onto CD, DVD or Network drives for Court use, attorneys and the public.
Create, utilize and maintain digital recording log, which documents pertinent information and events that occur during court proceedings.
Account for, label, electronically log, maintain, manually record and transfer all exhibits and evidence introduced at trial or any court proceeding.
Create, maintain and update filing system for hard copy documents and digital recordings in chronological order.
Assist with set up, position, and operate audio/video system and control panel, other visual equipment, overhead projectors and corresponding screens, document cameras and evidence cart, CD, DVD, easel, microphones, cameras.
Create, prepare, type, copy, and e-file using the case management system, MS Office, County’s e-filing system, and Court Forms application various documents, including: sentencing entries, criminal and civil decisions, jury instructions, interrogatories, verdict forms and other documents.
Schedule and conduct video conferences for remote Court proceedings.
Participate in the jury selection process by assisting the Magistrate/Judge in seating jurors and completing appropriate paperwork.
Provide assistance to jurors during the course of their service.
Make copies, gather exhibits and evidence to be presented to jury for deliberation.
Prepare boxes and labels for exhibit storage.
Maintain video/digital recordings in accordance with the Court’s retention plan.
Assist training staff on the operation of necessary courtroom equipment (e.g. audio/video system).
Maintain appointment schedules and calendars for Judges and Magistrates when assigned.
Schedule trial dates, motion hearings, status conferences, bond hearings and dispositions in conjunction with the Assignment Office.
Assist in managing the assigned area’s weekly criminal and/or civil dockets; preparing case files and documents, recording court actions for various documents; and preparing courtroom for scheduled hearings.
Ensure the presence of all necessary participants (e.g. prosecutors, defense attorneys, defendants and deputies) by coordinating courtroom activities.
Serve as a liaison for the Judge with other agencies, Court departments, Clerk’s Office, litigants, lawyers, and other professionals to coordinate and/or facilitate aspects of the Court’s business.
Maintain docket statistics including tracking new cases, terminations, reactivations, and transferred cases; when assigned.
Answer, assist and direct telephone calls appropriately.
Screen, greet and provide information and direction to attorneys, defendants and the public.
Open and distribute mail; prepare mail for pick up; fax correspondence.
Perform other duties as required by the Director of Court Support Services.
The aforementioned duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.
Knowledge, Skills & Abilities Required to Perform Essential Job Functions:
Ability to review, classify, categorize, prioritize, and/or analyze data, including exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.
Ability to apply principles of persuasion and/or influence over others in coordinating activities of a project, program, or designated area of responsibility.
Ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
Ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
Ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
Ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.
Ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria.
Ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.
Essential functions are regularly performed without exposure to adverse environmental conditions.
** Excellent Benefits Package
Insurance: Comprehensive Health, Vision, Dental, Life and an Employee Assistance Plan. Supplemental Life may be purchased at group rates.
Training: The Department has a comprehensive training program.
Time Off: 10 holidays, Personal leave (after 90 days), Vacation leave (after 6 months) and Sick leave.
Retirement: Public Employee Retirement System and Deferred Compensation.
External applicants: Applications may be obtained and submitted on-line at www.fccourts.org/jobs or may be obtained from and returned to:
Court of Common Pleas, Human Resources
345 S. High Street, 2nd Floor
Columbus, Ohio 43215
Applications will not be accepted prior to the posting date or after the submission date indicated above. Resumes, personal statements, letters of reference, training records or other pertinent information may be included but not substituted for the application.
The person selected will undergo a background investigation.
THE COURT OF COMMON PLEAS OF FRANKLIN COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER AND WILL NOT DISCRIMINATE ON THE BASIS OF RACE, COLOR, RELIGION, SEX, NATIONAL ORIGIN, DISABILITY, AGE, OR ANCESTRY OF ANY PERSON.
High school diploma or GED
Two (2) years’ customer service experience
Two (2) years’ clerical experience
Two (2) years’ experience working with varied computer programs
Bachelor’s Degree in related field
One (1) to two (2) years legal or court experience
Six (6) months experience using video and audio systems
Court reporting training
In addition to the Essential Job Functions and Knowledge, Skills, and Abilities identified, the following competencies are considered during the hiring process and are integral to the position:
Knowledge, Skills, and Abilities:Possesses, acquires, and maintains the technical/ professional expertise required to do the job effectively and to create solutions. Technical/professional expertise is demonstrated through problem solving, applying professional judgment, and competent performance
Decision Making/Problem Solving: Makes sound, well-informed, and objective decisions in a timely manner. Compares data, information, and input from a variety of sources to draw conclusions; takes action that is consistent with available facts, constraints, and probable consequences. Applies both rational and creative processes to identify unknown root causes of problems. Based on the situation, decides the best course of action, implements the solution, and follows-up to see how it’s working. Calculates and evaluates the long-term consequences of a decision.
Stress Tolerance: Maintains effective performance under pressure; handling stress in a manner that is acceptable to others and to the organization. Stays calm and even-tempered when handling crises, stressful situations, continuous change, or unexpected developments. Is able to recover from difficult situations. Is seen as a settling influence in a crisis.
Teamwork: Works effectively in a team environment to accomplish organizational goals. Builds constructive working relationships with interested stakeholders to identify and meet mutual goals and objectives. Participates as an active and contributing member of teams with a focus on improving offender outcomes and department goals. Shares information as appropriate and credit for team accomplishments. Helps create and maintain strong morale and a feeling of belonging in his/her team. Acts as if "true success" is the success of the whole team.
Conflict Management: Uses appropriate interpersonal styles and techniques to reduce tension and/or conflict between two or more people; able to size up situations quickly; able to identify common interests; facilitates resolution. Steps up to conflicts and sees them as opportunities. Finds common ground and achieves cooperation without disruption to work flows or interpersonal relationships.
Cultural Competence: Values an inclusive organization where the differences of all people are respected, valued and utilized towards achieving common goals. Respects and relates well to people from varied backgrounds, understands diverse worldviews, and is sensitive to group differences; sees diversity as an opportunity, respectfully challenges bias and intolerance. Supports equal and fair treatment.
Communication: Clearly conveys and receives information and ideas through a variety of media to individuals or groups in a manner that engages the listener, helps them understand and retain the message and invites response and feedback. Keeps others informed as appropriate. Demonstrates effective written, verbal and listening skills.
Collaboration: Develops and maintains effective working relationships with coworkers and stakeholders through the use of strong interpersonal skills to meet mutual goals and objectives. Obtains cooperation from others; seeks and encourages win-win alternatives.
Influence: Uses appropriate interpersonal skills and techniques to gain support and acceptance for ideas or solutions. Uses influencing strategies to gain mutually beneficial agreements; Seeks to persuade rather than force solutions or impose decisions or regulations; and recognizes personal autonomy of others.
Dependability and Reliability: Personally responsible; completes work in a timely, consistent manner; is committed to being available during business hours to further organizational goals; demonstrates regular and punctual attendance; arrives prepared for work; is committed to doing the best job possible; diligently follows through on commitments and consistently meets deadlines.