Bailiff / Administrative Assistant

Sjcindiana; South Bend (IN); On-site; USD 37,000 - 49,000; Full time

Benefits offered by this job

Medical Plan

Dental Plan

Vision Plan

Paid Time Off

Life Insurance

Disability Insurance

FSA

PERF Retirement

Job summary

The Court Bailiff/Administrative Assistant provides essential administrative support to the Judge in the Superior Court, Felony Division. Responsibilities include managing court records, calendars, and hearings while serving as a liaison with Clerk’s, Probation, and jail offices. This non-security role emphasizes organizational and communication excellence.

Hours are Monday through Friday, 8:00 a.m. to 4:30 p.m.

Qualifications

• Must have a high school diploma or GED.
• Must be at least 18 years of age.
• Strong organizational and administrative skills.
• Proficiency with Odyssey case management system.
• Excellent written and verbal communication.
• Ability to multitask.

Responsibilities

• Prepare and maintain electronic and paper court files; provide Judges with necessary case files and docket sheets.
• Update and file dockets at the end of each day.
• Prepare court paperwork, including Hearing Journal Entries and proposed No Contact Orders, ensuring all documents are organized and ready for court.
• Adapt to the courtroom workflow and preferences of the Judge.
• Oversee the evidentiary process: collect, mark, and enter exhibits into Odyssey.
• Distribute Hearing Journal Entries to the appropriate parties (Public Defender, Private Attorney, or Judge/ Magistrate).
• Assist in managing courtroom proceedings, providing guidance to attendees as needed.
• Enter all Hearing Journal Entries and court orders into Odyssey.
• Maintain clear communication with the Clerk’s Office, Probation Office, Community Corrections, and the jail.
• Assist Judge with other administrative requests.
• Maintain the Court’s morning calendar, trial calendar, and court recordings.
• Ensure smooth case flow, particularly during morning calendars.
• Prepare the courtroom for daily activities; secure courtroom between hearings and at the end of the day.
• Serve as a liaison to the Clerk’s Office, providing information and assistance as requested.
• Support bench and jury trials by monitoring proceedings, handling exhibits, and assisting with operational needs.
• Perform all other related duties as assigned.

Skills

Organizational skills

Administrative support

Communication skills

Multitasking

Education

High school diploma or GED

Tools

Odyssey

Job description

POSITION: Court Bailiff/ Administrative Assistant

DEPARTMENT: Superior Court, Felony Division

WORK SCHEDULE: Monday-Friday 8:00a.m.-4:30p.m.

JOB CATEGORY: COMOT (Computer, Office Machine Operation, Technician

SALARY: $43,000

STATUS: Full Time

FLSA STATUS: Non-Exempt

To perform this position successfully, an individual must be able to perform each essential function. The requirements listed in this document are representative of the knowledge, skill, and/or abilities required. St. Joseph County provides reasonable accommodations to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job unless those accommodations would present an undue hardship.

Benefits

Affordable Medical, Dental, and Vision Plans

Paid Time Off (PTO) with generous accruals

Employer Paid Life Insurance coverage

Short-Term and Long-Term Disability (STD/LTD)

Flexible Spending Accounts (FSA) for healthcare and dependent care

Gym Membership Discounts to encourage wellness

Employer-Funded PERF (Public Employees' Retirement Fund)

Access to additional voluntary benefits and resources

Responsibilities

Court Bailiff – Administrative Support

Position Summary: The Court Bailiff provides administrative and operational support to the Judge. This role ensures the smooth functioning of courtroom proceedings by preparing and managing court documents, maintaining calendars, assisting with case flow, and serving as a liaison with other court offices. This is an administrative role; the position does not include security responsibilities.

Essential Functions:

• Prepare and maintain electronic and paper court files; provide Judges with necessary case files and docket sheets.
• Update and file dockets at the end of each day.
• Prepare court paperwork, including Hearing Journal Entries and proposed No Contact Orders, ensuring all documents are organized and ready for court.
• Adapt to the courtroom workflow and preferences of the Judge.
• Oversee the evidentiary process: collect, mark, and enter exhibits into Odyssey.
• Distribute Hearing Journal Entries to the appropriate parties (Public Defender, Private Attorney, or Judge/ Magistrate).
• Assist in managing courtroom proceedings, providing guidance to attendees as needed.
• Enter all Hearing Journal Entries and court orders into Odyssey.
• Maintain clear communication with the Clerk’s Office, Probation Office, Community Corrections, and the jail.
• Assist Judge with other administrative requests.
• Maintain the Court’s morning calendar, trial calendar, and court recordings.
• Ensure smooth case flow, particularly during morning calendars.
• Prepare the courtroom for daily activities; secure courtroom between hearings and at the end of the day.
• Serve as a liaison to the Clerk’s Office, providing information and assistance as requested.
• Support bench and jury trials by monitoring proceedings, handling exhibits, and assisting with operational needs.
• Perform all other related duties as assigned.

Qualifications

Must have a high school diploma or GED.

Must be at least 18 years of age.

Strong organizational and administrative skills.

Proficiency with electronic case management systems (e.g., Odyssey).

Excellent written and verbal communication skills.

Ability to multitask

Professional demeanor and attention to detail.