COURT ADMINISTRATOR ASSISTANT

McLennan County, Texas; Waco (TX); On-site; USD 40,000 - 60,000; Full time

Job summary

McLennan County’s Court Administration seeks a Court Administrator Assistant to manage docket and calendar, coordinate hearings, and handle records and fiscal tasks with discretion and accuracy.

The role requires heavy public interaction, coordination with attorneys and staff, and collaboration with IT for case management improvements, while ensuring timely preparation of dockets, notices, and court paperwork in a fast-paced environment.

Qualifications

• Associate degree or higher in public/admin or related field, or 2+ years of clerical experience with public interaction.
• At least 1 year clerical/administrative experience with public interaction.
• Knowledge of legal terminology and court processes.
• Strong communication and ability to maintain confidences.

Responsibilities

• Maintain Court docket and Judge's calendar with interactions among attorneys and the public.
• Prepare daily dockets and assist with hearing check-ins.
• Create and distribute public hearing notifications to District Clerk and IT.
• Coordinate hearing schedules and update court forms.
• Handle calls, emails, faxes, and other inquiries.
• Support budgeting, supplies, and clerical duties; ensure timely attendance.
• Collaborate with IT to improve case management systems.

Skills

Legal terminology

Judicial administration

Court support services

Criminal processes

Court policies and rules

Family law

Juvenile law

Civil law

Public interaction

Confidentiality and discretion

Communication skills

Education

Associate degree in Public Administration

Associate degree in Business Administration

Associate degree in Criminal Justice

High School diploma or GED + 2 years relevant experience

Tools

Microsoft Office

Excel

Outlook

Job description

The Court Administrator Assistant carries out administrative duties including, but not limited to, case flow management, records management, fiscal management, statistical analysis and projections, public relations, court security management, including directing day-to-day operations and implements court policies adopted by the Judge.

• Must accurately maintain the Court's Docket and Judge's Calendar. This requires interaction with attorneys and their staff, other Judges and their staff, and the general public by in office contact, telephone, email, fax and regular mail Prepares daily dockets for the Court and staff and assists attorneys/litigants with checking in for hearings
• Prepares daily dockets for the Court and staff and assists attorneys/litigants with checking in for hearings
• Create and distribute public notification of all hearings scheduled on a weekly basis to the District Clerk and Information Technology departments
• Maintains the court docket by setting cases for hearing, coordinating times with attorneys and litigants, updating court forms and assisting the Court Administrator with a dismissal docket
• Handles and directs all phone calls, emails, faxes, etc sent to the Court
• Reviews, researches and prepares any documents sent for Court's approval
• Communicates with all other County Departments regarding 414th District Court business. (Timesheets, requisitions, budget items, personnel items, etc.)
• Works with Judicial Case Management technologies; partners with the Information Technology department to streamline the current programming system
• Prepares and maintains several dismissal dockets during each year as per the Court's direction. (This includes running reports to identify appropriate cases, reviewing the case for status, preparing and sending dd notices to all parties, preparing the dismissal docket for the Court, taking notes during dd and preparing & providing to litigants the paperwork reflecting the Court's ruling at dd ...)
• Prepares and maintains any and all forms that may be needed by the Court
• Prepares and provides to litigants any written rulings made by the Court
• Prepares and maintains docket, Judge's notebook, jury panel ordering, jury letters, jury charge, jury excuses; Trial Preparation Orders, Docket Call Notices related to jury trials
• Assists the Court Administrator with ordering of supplies, budget preparation, clerical duties, as well as assisting with inquiries from the public regarding court proceedings
• Regular attendance and timeliness are required

LIMITATIONS AND DISCLAIMER: The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position.

EDUCATION:

Required:

• Associate’s degree in Public Administration, Business Administration, Criminal Justice, or related field; in lieu of associate’s degree: a High School Diploma or GED and a minimum 2 years’ experience in clerical, administrative, customer service or related field that included heavy interaction with the public plus the years of experience required below

SKILLS ~ EXPERIENCE:

Required:

• 1 year work experience in clerical, administrative, customer service or related field that included heavy interaction with the public
• Must be loyal and able to keep the confidences of the office as required by law
• Strong knowledge of legal terminology, judicial administration, court support services, criminal processes, and court policies and rules, with familiarity in matters involving family, juvenile, and civil law.
• General knowledge of basic hardware and software and uses of a variety of different computer operating systems such as Microsoft Office Work, Excel, Outlook
• Exceptional skill in establishing and maintaining effective working relationships with County staff, attorneys, and citizens
• Proficient verbal and written skills to communicate information and directions to courts, attorneys, and citizens
• Ability to accurately sort, file, and retrieve material using alphabetical, numerical, or chronological systems

Preferred:

• Bilingual proficiency in Spanish

DISCLAIMER:

McLennan County will conduct background checks on new hires that will include a criminal background check related to convictions and deferred adjudications in the past seven years and may include credit reports, motor vehicle records, employment records, and educational attainment. A conviction or deferred adjudication is not an automatic bar to employment.

Each case is considered individually.

All Employees

Must be committed to achieving excellence in assigned duties, always in service of the county and community

Must have ability to earn and keep the trust of fellow employees and the community at large

Must be approachable and ready to help fellow employees and the general public

ENVIRONMENTAL FACTORS:

While performing the essential duties of this job, the employee is constantly required to work under time pressures to meet deadlines; the employee must frequently change tasks, perform multiple tasks simultaneously, and work closely with others as part of a team. The noise level in the work environment is usually moderate.

PHYSICAL DEMAND REQUIREMENTS:

• While performing the duties of this job, the employee is regularly required to talk or hear
• The employee frequently is required to stand. The employee is occasionally required to walk; sit; use hands to find, handle, or feel objects, reach with hands and arms; stoop and kneel

HOURS / SPECIAL CONDITIONS:

The position schedule is 8 a.m. to 5 p.m., Monday to Friday.