The individuals in this position provide secretarial support to the Municipal Court judges and their staff. Duties include but are not limited to preparing documents, effectively handling or directing incoming calls, acting as a liaison between the judges, attorneys, and community, maintaining staff schedules/calendars, maintaining office supplies, maintaining filing system, as well as preparing travel and training needs. Additionally, briefs the judges daily on the case load, managing written communication, corresponding with attorneys and the public via telephone or email, and ensuring smooth courtroom operations by preparing necessary documents and supplies. This role aims to facilitate the judges' duties as elected officials while delivering excellent customer service to all stakeholders involved. The Assistant manages court notices, ensures office cleanliness and security. This is an experienced, skilled, or technical level capable of carrying out most assignments typical of the position or specialty with limited guidance or review.

Supervision Received

Works under very general supervision.

Essential Duties & Responsibilities _These are typical responsibilities for this position and should not be construed as exclusive or all inclusive. May perform other duties as assigned.

Provides administrative support.
Prepares court documents (as well as other documents such presentations and/or spreadsheets, as deemed necessary by the judge).
Schedules meetings, appointments and maintains appointment calendar.
Provides customer service (providing service to the general public, attorneys, and/or other elected officials; reviews and addresses requests and/or complaints).
Maintains high visibility and confidentiality.
Prepares office for judge and staff (i.e. ensures that copier is working, paper is available, computers are operable).
Handles Incoming calls and mail, addresses and/or routes incoming calls accordingly.
Retrieves, sorts, and distributes mail, responding to items that require response or directing them to appropriate individual.
Acts as liaison between other judges, attorneys, staff, litigants, other agencies and the general public.
Prepares and composes legal documents, memos, reports and conducts research as assigned.
Prepares and manages judge leave.
Maintains and updates files.
May work independently or with other staff with responsibility for completion of assigned tasks.
Routinely provides work group leadership, guidance, and/or training to less experienced staff.
Screen visitors and telephone calls, answer inquiries, and refer them to appropriate personnel.
Type correspondence and administrative reports for judge(s)' review and signature.
Assist in the courtroom when staff is absent and assist in scheduling cases.
Operate a variety of office equipment including a desktop computer, multi-purpose Xerox copier, and laminator.
Ensure judges' certifications are valid, arrange travel for training, and submit required documents for payment.
Keep judges abreast of pending tasks and appointments, receive, review, and respond to requests from attorneys, defendants, and managers.
Assist in locating court-related documents manually or by computer and enter/scan pertinent information/documents into the computer.
Analyze court-related issues, recommend solutions, consult with court staff and judge for direction, and prepare and maintain various court-related documents.
Copy/provide documents needed for court sessions, maintain inventory of office supplies and equipment, and submit orders accordingly.
Submit trouble reports to IT and maintenance as needed, fill in for other judicial assistants as needed, retrieve and sort mail, distribute mail to Senior/Pro Hac judges, and provide clerical assistance to them as requested.
Complete training sessions as required, prepare/provide training material for the judge, and assist in any capacity requested.
May perform other duties as assigned.

The above statements reflect the general duties, responsibilities and competencies considered necessary to perform the essential duties and responsibilities of the job and should not be considered as a detailed description of all the work requirements of the position. COA may change the specific job duties with or without prior notice based on the needs of the organization.

Decision Making

May work independently or with other staff with responsibility for completion of assigned tasks.

Leadership Provided

Routinely provides work group leadership, guidance, and/or training to less experienced staff.

Knowledge, Skills & Abilities _This is a partial listing of necessary knowledge, skills, and abilities required to perform the job successfully. It is not an exhaustive list.

In-depth knowledge of most judicial concepts and methods related to the municipal court.
Knowledge of legal terminology.
Well-developed arithmetic and verbal skills.
Skill in using a variety of computer tools, including text and data tools, spreadsheets, and specialized data systems.
Ability to plan and carry out complex work assignments that may commonly require in-depth knowledge of systems and processes in the municipal court. Ability to use Microsoft Office Word, Excel, and PowerPoint.
Ability of typing at a minimum speed of 50 WPM.

Qualifications

Minimum Qualifications – Education and Experience

High school diploma, general equivalency diploma (GED) or equivalent.

5 years' of legal secretary or related work experience (or an equivalent combination of education and experience).

Licensures and Certifications

Notary, Paralegal Certification preferred.

Work Environment

Required physical, lifting, and sensory capabilities are requirements to perform the job successfully. Typical environmental conditions associated with the job.

Lifting Requirements:

Light work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force to move objects.

It is the policy of the City of Atlanta (“COA”) that qualified individuals with disabilities are not discriminated against because of their disabilities regarding job application procedures, hiring, and other terms and conditions of employment. It is further the policy of the COA to provide reasonable accommodations to qualified individuals with disabilities in all aspects of the employment process. The COA is prepared to modify or adjust the job application process or the job or work environment to make reasonable accommodations to the known physical or mental limitations of the applicant or employee to enable the applicant or employee to be considered for the position he or she desires, to perform the essential functions of the position in question, or to enjoy equal benefits and privileges of employment as are enjoyed by other similarly situated employees without disabilities, unless the accommodation will impose an undue hardship. If reasonable accommodation is needed, please contact the Human Resources Director for your department.

The City of Atlanta is an Equal Opportunity Employer and does not unlawfully discriminate on the basis of race, color, religion, age, disability, sex, sexual orientation, ender identity, marital status, veteran’s status or national origin, or any other basis prohibited by federal, state, or local law. We value and encourage diversity in our workforce.

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