REPORTS TO: State Court Judge

FLSA STATUS: Non-Exempt

CLASSIFICATION: Non-Personnel System; Serves at the discretion of the State Court Judge.

PAY GRADE: 114

SAFETY SENSITIVE: No

Purpose of Job

The purpose of this job is to coordinate and supervise all administrative matters within the judge's office and be a liaison to and work closely with personnel in other offices within the County and outside agencies to ensure that the State Court functions in an efficient manner. Duties and responsibilities include, but are not limited to, coordinating the day-to-day operations of the State Court Judges' Office, establishing and tracking the Judges' schedules and court calendars, working closely with personnel in other offices and performing all other tasks as assigned by the Judges.

Job Related Requirements

May be required to work on religious holidays.

Regular and predictable attendance is required.

Must work cooperatively with others.

When requirements include vehicle operation, responsible for the safety, readiness and operation of the vehicle and must abide by ACC's safe driving policy.

Associate/Vocational/Technical degree in legal secretarial/paralegal studies or related field required with three years of legal secretarial, legal office, office management, budget and accounting experience; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

One year of supervisory experience is required.

The following duties are normal for this job. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

Assists the Judges in all administrative matters related to the efficient and effective functioning of the State Court.

Attends court to assist Judges with all aspects of court proceedings; fills out sentences, probation dispositions, jail dispositions, and related paperwork when cases are resolved; prepares notices and related documentation when cases are rescheduled; makes sure all documents are filed with the Clerk of Court and served on the appropriate parties and agencies.

Establishes, maintains, and updates judges’ daily, weekly, and monthly court calendars; coordinates the use of courtrooms; provides notices to Sheriff, Municipal Court, Magistrate Court, and Solicitor of schedules for arraignments and fast track arraignments; creates schedule for bailiffs and court reporters; completes judge assignments on cases transferred from Municipal Court, Superior Court, or District Attorney; maintains records of attorney and witness leave schedules; prepares orders for judicial assistance; and publishes all calendars.

Schedules hearings and court dates in criminal and probation cases; serves all attorneys, parties, and bondsmen with court date notices; arranges for interpreters; creates Webex meetings for virtual attendees for court hearings; ensures all case files are at the hearings; and electronically files all notices and orders with the Clerk of State Court.

Monitors the jail for persons being held for State Court matters and schedules inmates for court; Communicates with the Sheriff’s Office regarding inmates who need to be transported from the jail for scheduled court appearances; provides written documentation to the Sheriff’s Office of the disposition of inmates’ cases.

Supervises assigned staff and assists Judges in making work assignments and completing employee performance appraisals. Schedules and supervises bailiffs.

Serves as a liaison between Judges and Clerk of Court’s office, other courts, other county departments, law enforcement agencies, state agencies, attorneys and members of the public; coordinates with these entities to ensure the efficient and effective operation of the Court.

Maintains and updates the State Court website to facilitate public access to timely and accurate information regarding court calendars, juror reporting times, court forms, court processes, inclement weather updates, and other data.

Monitors all computers and other office equipment and coordinates routine maintenance, repairs, technology updates, etc. to insure that all computers and other office equipment functions as needed; monitors office supplies and court forms, and orders supplies and forms as needed.

Assists Judges in preparing and submitting the annual budget; processes office expenditures; processes invoices for payment of services for court reporters, interpreters, and appointed attorneys; handles payment of professional dues and related expenses for Judges and staff; monitors budget balances throughout the year and confers with Judges regarding budget issues as they arise.

Monitors scheduling of jail population to ensure that defendants being held in confinement on State Court charges are brought to Court in a timely manner.

Maintains personnel records, leave status information and all other related employee documentation; prepares and transmits the bi-weekly departmental payroll.

Prepares and transmits office correspondence; maintains administrative documents and office files. Performs other duties as assigned.

Knowledge, Skills and Abilities

Knowledge of the principles, practices and procedures of the State Court.

Knowledge of changes in policy, methods, operations and budgetary needs related to the functions of the Court.

Knowledge of state and local laws and regulations affecting the operation of the Court.

Knowledge of all applicable laws, ordinances, policies, standards and regulations pertaining to the specific duties and responsibilities of the job.

Knowledge of any changes in policy, methods, operations, budgetary and equipment needs, etc. as they pertain to departmental operations and activities.

Knowledge of legal data including motions, orders, warrants, etc., and procedures and methods as required in the performance of duties.

Skill and proficiency in the use of computer software packages.

Skill in the use of office equipment, such as computers, scanners, copiers, fax machines, calculators, printers, etc.

Ability to effectively communicate with, and work closely with, office staff, personnel in other offices, attorneys, members of the general public and all other individuals, offices and groups involved in the efficient and effective operation of the State Court.

Ability to update the State Court website to facilitate public access to court calendars, scheduling information, and other data.

Ability to develop and administer policies, procedures, plans and activities and to monitor performance of subordinates against measured established goals.

Ability to develop and implement long-term goals for the department in order to promote effectiveness and efficiency.

Ability to assemble information and make written reports and documents in a concise, clear. and effective manner.

Ability to use independent judgment and discretion in managing staff including the handling of emergency situations, determining and deciding upon procedures to be implemented, setting priorities, maintaining standards, and resolving problems.

Ability to comprehend, interpret, and apply regulations, procedures, and related information.

Ability to comprehend laws and apply regulations and procedures of the department.

Ability to read, understand and interpret personnel and financial reports and related materials.

Ability to assist Judges in developing and implementing methods of improving the efficiency of the State Court, particularly through the use of technology.

(ADA) MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

PHYSICAL REQUIREMENTS: Must be physically able to operate a variety of machinery and equipment including computers, fax machines, typewriters, and other office equipment. Must be able to use body members to work, move or carry objects or materials. This position requires: walking, standing, bending, stooping, pushing, pulling, lifting, fingering, grasping, feeling, seeing, talking, hearing, and repetitive motions. Must be able to exert up to 10 pounds of force occasionally. Physical demand requirements are at levels of those for sedentary work.

DATA CONCEPTION: Requires the ability to compare and/or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.

NUMERICAL APTITUDE: Requires the ability to utilize mathematical formulas; add and subtract totals; multiply and divide; utilize and determine percentages.

MOTOR COORDINATION: Requires the ability to coordinate hands, fingers, and eyes accurately in using computers, fax machines, typewriters, and other office equipment. Requires the ability to use the keyboard, lift, bend, push, and pull objects or materials using body parts as the position necessitates.

MANUAL DEXTERITY: Requires the ability to handle a variety of items such as computers, fax machines, and other office equipment. Must have the ability to use one hand for twisting or turning motion while coordinating other hand with different activities. Must have minimal levels of eye/hand/foot coordination.

COLOR DISCRIMINATION: Requires the ability to differentiate between colors and shades of color.

Total compensation at the Unified Government includes a comprehensive set of benefits, a well established culture of wellness, and a secure retirement that set us apart as a stable Employer of Choice where you can serve and make a difference in the community.

As an Employer of Choice, we offer:

• Health Insurance
• Dental Insurance
• Vision Insurance
• Pet Insurance
• Group Accident insurance
• Critical Illness insurance
• Employer paid basic life insurance
• Contributory term life insurance
• Whole life insurance
• Employer Paid Short Term Disability
• Long Term Disability
• Employee Assistance Program
• Paid Time Off
• 13 paid holidays
• Employer Paid Pension Plan (10 years of service)
• Deferred Compensation Program with employer match
• Tuition Reimbursement Program
• Public Service Loan Forgiveness Employer – Federal Student Aid
• Robust Wellness Program – earn up to $175 per quarter for participation
• Employee Fitness Center – free for employees, spouse, and children 18+
• Free onsite health screenings (to include hearing, skin cancer, biometric screening, flu shots)
• Safety & Risk training and job related vaccinations
• Uniforms provided
• Ongoing Training Opportunities and Career Development – Government Wide Learning Management System
• Discount Admissions – ACCGov Parks, Georgia Aquarium
• Annual employee appreciation events