Administrative Assistant - FC Judge

State of South Carolina; West Columbia (SC); On-site; USD 32,000 - 42,000; Full time

Benefits offered by this job

Health, dental, vision insurance

State retirement plan

Paid annual leave and sick leave

Job summary

The State of South Carolina Judicial Branch invites applications for the position of Administrative Assistant in Family Court located in the 11th Circuit. Under the Judge’s direct supervision, performs administrative and secretarial duties with discretion in interpreting and applying office policies.

Responsibilities include typing letters and orders, managing daily dockets, handling mail and telephone inquiries, coordinating with attorneys and court staff, preparing travel vouchers, maintaining

Qualifications

• High school diploma required.
• 3 years of related admin/secretarial experience.
• Proficiency in Microsoft Office Suite.

Responsibilities

• Type letters, orders, and instructions for cases; fax/mail to attorneys or pro se litigants.
• Prepare daily dockets and make information available to judges and staff.
• Answer calls from the public, attorneys, and agencies; organize orders for review/signature.
• Maintain case records and ensure timely filing and proper ordering of documents.
• Prepare reports, travel vouchers, and update guardian/mediator books as needed.
• Coordinate with attorneys, DSS, Clerk's Office, and other agencies; arrange hearings and conferences.

Skills

Office management

Communication

Organization

Discretion

Education

High school diploma

Tools

Microsoft Office Suite

Job description

The South Carolina Judicial Branch invites applications for the position of Administrative Assistant in Family Court located in the 11th Circuit.

Under direct supervision of the Family Court Judge, performs administrative and secretarial duties, which generally requires individual discretion in the interpretation and application of office policies and procedures.

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.

• 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.

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

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.