Court Clerk's Executive Assistant & Operations Liaison

United States Courts; Greensboro (NC); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Paid holidays

Vacation and sick leave

Federal retirement system

Benefits summary available

Job summary

United States Courts in Greensboro, NC seeks an Executive Assistant to the Clerk of Court to provide high-level administrative support to the Clerk, Chief Deputy Clerk, and judges. The role involves multitasking, confidential correspondence, and coordinating complex calendars, meetings, and court ceremonies.

The candidate will maintain Clerk’s records, prepare materials for signature, and assist with travel arrangements, minutes, and procedural guidance for staff.

Qualifications

• Requires a high school diploma or equivalent.
• Ability to keep detailed records neatly and accurately.
• Ability to type quickly and accurately.
• Knowledge of computer software including Outlook, Word, and Adobe Acrobat; familiarity with Microsoft Teams and Planner.
• Exceptional organizational skills, particularly priority and time management capabilities.
• Strong verbal and written communication skills.
• The ability to work both independently and as part of a team.
• Unquestioned integrity and a positive, 'can do' attitude.

Responsibilities

• Maintain calendar and schedules for the unit executive and chief deputy. Schedule and confirm executive and judicial administrative meetings based on schedules and topic priorities.
• Prepare executive correspondence, legal documents, and other materials, from dictation, rough copy, or own notes, for review and signature. Edit materials prepared by others for the unit executive’s signature for accuracy, proper grammar, and spelling. Sign routine correspondence, as authorized.
• Establish Clerk’s records and files including standing orders, court policies, and administrative files, such as administrative manuals, bulletins, etc., including electronic and hard copy. Assists in maintaining court directories and official documents.
• Coordinate conferences, meetings, and court and judicial ceremonies, including activities such as site planning, logistics, printing, security, refreshments, etc., as applicable. Assist in the preparation of agendas; act as secretary for meetings, preparing materials and taking and distributing minutes of proceedings.
• Disseminate communications to appropriate managers, executives, and peers and follow up on action items to ensure a comprehensive and coordinated response.
• Manage and track attorney discipline matters, including the preparation of proposed orders.
• Manage the disposition of wiretaps, oral, or electronic communications.
• Serve as liaison to judges’ chambers and all other court support units, as well as the Administrative Office of the U.S. Courts and the Federal Judicial Center, on behalf of the Clerk of Court and Chief Deputy, as appropriate.
• Maintains historical information on behalf of the entire court. Maintains address information for retired judges and staff.
• Prepare travel vouchers for judges and managers in accordance with policies and regulations. Assist judges and managers with booking out-of-district travel.
• Develop standard office administrative procedures and provide guidance to other administrative support staff within the unit regarding the performance of their duties to ensure administrative consistency.
• Receive, screen, and refer telephone calls and personal visitors to the Clerk. Answer routine inquiries and provide assistance to the public, judges and their staff, other court support units, other courts, members of the bar, and the media, as authorized, maintaining the confidentiality of sensitive matters. Research inquiries and develop responses for the Clerk and Chief Deputy and/or respond directly, as delegated.
• Open mail as necessary. Receive, screen, and route mail to appropriate persons or offices. Receive, prioritize, and route all incoming administrative and case-related materials from within the Court to appropriate individuals.
• Coordinate all general activities in the immediate office, including arranging for equipment maintenance and ordering supplies. Backup to the Procurement and Facilities Specialist for making reports to the General Services Administration received from other offices within the unit.
• Perform other job-related duties, as assigned.

Skills

Outlook

Word

Adobe Acrobat

Microsoft Teams

Planner

Organizational skills

Verbal communication

Written communication

Independent work

Team collaboration

Education

High school diploma or equivalent

Tools

Outlook

Word

Adobe Acrobat

Microsoft Teams

Planner

Job description

United States Courts in Greensboro, NC seeks an Executive Assistant to the Clerk of Court to provide high-level administrative support to the Clerk, Chief Deputy Clerk, and judges. The role involves multitasking, confidential correspondence, and coordinating complex calendars, meetings, and court ceremonies.

The candidate will maintain Clerk’s records, prepare materials for signature, and assist with travel arrangements, minutes, and procedural guidance for staff.