Administrative Assistant - FC Judge

State of South Carolina; Columbia (SC); On-site; USD 36,000 - 54,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Long term disability

Life insurance

State retirement plan

Paid leave (vacation)

Job summary

State of South Carolina’s Judicial Branch in Columbia seeks an Administrative Specialist to handle clerical tasks in the Clerk’s Office. You will type letters, process orders, manage dockets, answer calls, file and organize records, and coordinate with attorneys and public agencies.

The position requires a high school diploma and 3 years of related admin/secretarial experience; proficiency in Microsoft Office; strong organization, confidentiality, and communication skills are essential.

Qualifications

• Minimum high school diploma required.
• 3 years of related administrative/secretarial work experience.
• Computer and word processing experience (e.g., Microsoft Office Suite).

Responsibilities

• Type letters, orders, and instructions for cases; fax/mail to attorneys or pro se litigants.
• Manage daily dockets and assist Judges, court reporters, and staff.
• Answer phone calls from the public and professionals; organize orders for review/signature.
• Maintain records of cases heard and prepare reports and filings.
• Coordinate travel, conferences, and scheduling for judges and staff.
• Handle emergencies, continuances, and communications with external parties.

Skills

Office management

Organization

Communication

Confidentiality

Judgement & discretion

Punctuality

Education

High school diploma

Tools

Microsoft Office

Job description

• Workers’ Compensation Benefits.

Job Responsibilities

Essential Duties And Responsibilities Of The Position

This job bulletin represents general duties for this position and is not intended to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

• Type letters, orders, and instructions for cases taken under advisement. Fax/Mail all pertinent information to attorneys or pro se litigants. Make daily dockets available for Judges, court reporters, bailiffs, and other necessary court personnel. Responsible for rearranging the docket or any action necessary in order for cases to be heard in the event the Judge has an emergency.
• Pick up mail and orders from the Clerk’s Office several times a day for Judge’s signature. Answer phone calls from general public, attorneys, paralegals, and other agencies. Open mail and receive and organize all orders for the judge to review/sign. Purchase office supplies.
• Serve as liaison with attorneys, child support enforcement, Family Court Clerk, Solicitors’ Office, DJJ, and DSS. Contact DSS occasionally to place a child into protective custody. Collect information the Judge needs for hearings, old files, child support, and alimony printouts from the Clerk’s office. Maintain records of all cases heard and orders signed. Confirm and countersign all copies of orders from hearings. Responsible for notifying attorneys when orders are near 30 days old.
• Prepare monthly MUA and CIP reports; prepare travel vouchers for Judge’s reimbursement. Maintain/update guardian and mediator books for each of the courtrooms, form file on the judge’s bench, code books, prepare alimony and child support guidelines at the judge’s request.
• Provide assistance to visiting judge (typing, making phone calls, etc.). Handle visiting judge’s orders marking off their dockets and submit to clerk for filing. Responsible for handling all continuances for the judge and/or visiting judge. Arrange the judge’s travel reservations when traveling for court or seminars.
• Responsible for handling any emergency requests, attorney requests, and safe home petitions, for signature and filing, and forwarding to the Clerk’s office for filing and setting. Arrange telephone conference calls, as well as face-to-face conferences, between attorneys and attorneys and pro litigants. Responsible for calling attorneys who are late or who fail to appear. Responsible for communicating with court personnel in other states when jurisdiction is in question. Set up conference calls with Judges from other states and telephonic hearings with the Judge and parties.
• Process 59E Motions for the Judge by typing an order, setting a phone conference, or setting the case for a hearing. Ensure that all forms for bar fees, JCLE and 501 Disclosure forms are submitted timely. Responsible for reviewing all adoption files before submitting them to the Judge for approval to be set for a hearing. Additional duties to include, but not limited to, reception, telephone, courier duties, and other responsibilities such as oral and written dictation, typing, photocopying, filing, scheduling, opening/sorting and responding to office mail, researching, preparing orders, and reviewing orders to confirm rulings.
• Performs all other duties as assigned.

Minimum And Additional Requirements

• A high school diploma
• 3 years of related administrative/secretarial work experience.
• Computer and word processing experience (ex: Microsoft Office Suite) required.

REQUIRED KNOWLEDGE, SKILLS, ABILITIES AND OTHER CHARACTERISTICS

• Knowledge of principles, policies, and practices of office management.
• Knowledge of applicable terminology and research practices.
• Knowledge of grammatical rules, spelling, language usage, and clerical formats.
• Knowledge of bookkeeping practices.
• Ability to effectively plan and organize work activities and prioritize task completion according to schedules and goals.
• Ability to maintain confidentiality.
• Ability to communicate courteously and effectively, both orally and in writing, with Judges, attorneys, and the general public.
• Ability to exercise judgement and discretion in interpreting and applying policies and procedures.
• Punctuality and avoidance of excessive absences required.

Preferred Qualifications

• Administrative/secretarial experience working in a court environment or legal setting.

Additional Comments

The South Carolina Judicial Branch offers an exceptional benefits package for FTE positions that include:

• Health, Dental, Vision, Long Term Disability, and Life Insurance for Employee, Spouse, and Children;
• State Retirement Plan and Deferred Compensation Programs (Temporary positions have option to enroll);
• 15 days paid annual (vacation) leave per year;
• 15 days paid sick leave per year;
• Option to designate 10 days of earned paid sick leave per year as family sick leave;
• 13 paid state holidays;
• Paid Parental Leave; and
• Workers’ Compensation Benefits.

Benefits For State Employees

The state of South Carolina offers eligible employees generous benefits, including health and dental insurance; retirement and savings plan options; and paid vacation and sick leave. Plus, work-life balance programs such as telecommuting and flexible work schedules are available to employees of some state agencies.

Insurance Benefits

Eligible employees may enroll in health insurance, which includes prescription coverage and wellness benefits. Other available insurance benefits include dental, vision, term life insurance, long term disability and flexible spending accounts for health and child care expenses.

Retirement Benefits

State employees are also offered retirement plan options, including defined benefit and defined contribution plans. Additionally, eligible employees may elect to participate in the South Carolina Deferred Compensation Program, which is a voluntary, supplemental retirement savings plan offering 401(k) and 457 plan options.

Workplace Benefits

State employees may also be eligible for other benefits, including tuition assistance; holiday, annual and sick leave; and discounts on purchases, travel and more.

Note: The benefits above are available to most state employees, with the exception of those in temporary positions. Employees in temporary grant and time-limited positions may be eligible for all, some or none of these benefits as benefits are associated with each position type. For these positions, contact the hiring agency to determine what benefits may be available.