Judicial Assistant I

Superior Court of California, County of Ventura; Ventura (CA); On-site; USD 60,000 - 85,000; Full time

Job summary

Superior Court of California, County of Ventura seeks Judicial Assistant I to assist judicial officers in managing courtroom operations and calendars. You will review case files, prepare records, and liaise with attorneys, court staff, and the public to ensure efficient court proceedings.

Responsibilities include recording actions, handling legal documents, and coordinating with departments to support case management and compliance with procedures.

Qualifications

• Completion of high school education or its equivalent.
• One year of legal administrative experience in court processing fields.
• A paralegal certificate can substitute for one year of legal clerical experience.
• California Driver's License may be required for travel to other court locations.

Responsibilities

• Attend court sessions to record proceedings and provide staff assistance to the judicial officer.
• Review case files and advise on sufficiency and timeliness of documents filed.
• Record court actions and prepare minute orders, abstracts and other documents.
• Coordinate courtroom activity with calendar preparation, jury services and court units.

Skills

Legal processing

Court procedures

Document review

Calendaring

Public relations

Education

High school diploma or equivalent

Paralegal Studies degree/certificate

Tools

Office software

Job description

Ventura Superior Court is accepting applications to fill a number of vacancies and to establish a list for future vacancies.

Under general supervision, assists judicial officers in an assigned courtroom or department by managing the logistical functioning and flow of courtroom activities to ensure the courtroom runs in an efficient and professional manner; controls court calendars and schedules hearings according to legal and procedural time limits; maintains the official record of the court; acts as liaison with judicial officers, legal counsel, court staff, all interested parties and the public to answer procedural questions and resolves courtroom problems.

Classification characteristics:

Judicial Assistants series perform a variety of moderate to difficult, specialized and highly responsible courtroom support functions that require a thorough knowledge of the terminology, procedures and practices for their litigation areas, with a significant degree of independence and accountability for results. Incumbents are expected to exercise considerable discretion in carrying out responsibilities independently and with a thorough understanding of court policies and procedures.

Judicial Assistant I are distinguished from Judicial Assistant II in that incumbents in the latter class are responsible for providing training and mentoring to Judicial Assistants. The Judicial Assistant classifications are distinguished from the Court Processing Assistant classifications by: (a) working in a courtroom; (b) needing to learn a variety of legal rules, procedures and protocols applicable to a Superior Court courtroom; and (c) the ability to work effectively with judges, bailiff, court staff and attorneys during court proceedings.

NOTE: Applicants with equivalent experience in a court environment in the state of California and possession of the knowledge, skills and abilities, may qualify for Judicial Assistant II. Human Resources review is required.

The following examples are intended to describe the general nature and level of work performed by personnel assigned to this classification.

• Attends court sessions to record proceedings and provide staff assistance to the judicial officer in case processing, document review and other such specialized procedural information.
• Reviews case files and advises Judge, attorneys and litigants on sufficiency and timeliness of documents filed; calculates fines, sentences and bail, and other case specific information requiring the application of technical practices and procedures; provides information and referral to court services and related prosecution and legal defense operations.
• Records court actions (e.g., disposition, hearing dates, motions) in summary and/or narrative form to accurately reflect case proceedings; determines action needed to execute court orders and rulings; prepares minute orders, abstracts, judgments, verdicts, notices, commitment papers and other documents; exonerates and forfeits bail bonds; issues writs, bench warrants, subpoenas, attachments and other legal processes.
• Draws jury panel, records juror challenges, administers juror and witnesses' oaths, records juror attendance, calculates and collects non-cash trial juror and court reporter's fees, and prepares Trial Expense Statements.
• Coordinates courtroom activity and needs with document processing, court calendar preparation, jury services and other court units as well as legal counsel, law enforcement representatives and other agencies involved with court operations and execution of court orders.
• Collects data and prepares records and reports concerning work production and work of the Court; maintains manual and automated case files; may conduct routine legal research and assist in review of operating procedures or other administrative matters affecting provision of staff support in assigned Court(s).
• Maintain effective professional relationship with everyone encountered during course of employment.
• Maintain confidentiality and sound judgment in performing court-related duties
• Performs other court-related duties as assigned.

Education Requirements

Completion of high school education or its equivalent.

Judicial Assistant I:

Option 1:

One (1) year of legal administrative experience in the maintenance, filing, reviewing, and processing of legal or courtroom documents, as a Court Processing Assistant, specifically in family law, traffic, criminal, civil, appeals, and/or small claims, processing units, or its equivalent position in any State of California Superior Court.

Option 2:

Three (3) years of increasingly responsible experience performing legal processing in a legal office, or similar environment, providing equivalent work experience.

A paralegal certificate can substitute for one (1) year of the required legal clerical experience.

Option 3:

Two (2) years of office support experience paid or unpaid internship in an office setting and the completion of a degree in Paralegal Studies.

California Driver's License:

The Court operates in multiple branches, the employee may be required to travel to other court locations, and possession of reliable transportation. To be considered you must have reliable transportation.

Judgment and Responsibility

Errors in work or judgment could result in inefficient operations of the court, poor community relations, and possible litigation against the court. Incumbents work on an established set of tasks in accordance with pre-established policies, procedures, and standards under the direction of a supervisor or judge.

Incumbents must maintain confidentiality and sound judgment in performing court-related duties. Incumbents have no supervisory responsibility for the work of others.

Knowledge, Skills and Abilities

Knowledge of:

• Court procedures and practices;
• purpose and use of court documents;
• legal terminology
• principles and practices of case calendaring;
• processing of court documents through the administrative units of Superior Court of California, County of Ventura
• fine, bail and sentencing procedures;
• business correspondence;
• public relations;
• California Rules of Court;
• judicial decorum as related to staff support within the Courtroom.

Skills and Ability to:

• meet deadlines;
• organize and sort judicial case files for processing in court;
• understand regulations and policies governing court operations;
• maintain current changes in law and procedure affecting work;
• maintain accurate records and document actions taken;
• organize and prioritize work assignments;
• communicate effectively and deal fairly with people of diverse socioeconomic backgrounds;
• establish and maintain cooperative working relationships;
• determine the appropriate course of action in situations and demonstrate tact and diplomacy;
• provide information on and referral to court services and related law enforcement, prosecution and legal defense operations;
• operate office equipment including copiers, fax machine, personal computer;
• prepare and complete court forms and record court actions in summary and/or narrative form consistent with established procedure;
• comply with laws, regulations and professional practices governing court operations;
• research regulations, procedures and/or legal reference materials;
• interpret judicial direction and incorporate it into operational policy and procedure;
• identify problems in procedures and suggest workable solutions to maintain confidentiality of information;
• operate office equipment including copiers, fax machine, personal computer;
• make routine arithmetical calculations related to case calendaring, fines, sentences and bails;
• recognize and respect limit of authority and responsibility;
• work effectively with others who have objectives counter to assigned role.

Physical Requirements

• Ability to use a personal computer and its peripherals including keyboard, mouse and monitor for extended periods of time.
• Ability to sit for extended periods of time.
• Ability to work in an environment that includes frequent interruptions and simultaneous attention to multiple tasks.
• Ability to grasp and/or manipulate files, binders, pieces of paper or small objects.
• Ability to prepare or inspect court records, documents, or office equipment.
• Frequent hand, fingers and/or wrist motion.
• Reaching at or above shoulder level.
• Ability to communicate effectively, by phone or in person, to understand and/or convey detailed important information or instructions.
• Ability to work alone or closely with others.
• Minimal bending, stooping, squatting, twisting, reaching, or working on irregular surfaces.
• May require movement throughout the courthouse delivering and/or retrieving forms, files, materials, and information to and from other departments, including lifting file boxes, files or binders up to 10 lbs.

Work Environment

• Shared office environment with varying degrees of hot and cold air.
• Requires exposure to dust, printer, or fax machine toner.
• Requires ability to travel or be transported to other court locations.
• Must be able to traverse indoors and outdoors, over uneven ground and pavement in all types of weather.
• Constant interruptions, with high volume of telephone and personal interaction.

NECESSARY RECRUITMENT INFORMATION

Keyboarding Skills: Minimum of 35 Net WPM

APPLICATION EVALUATION

All applications received will be evaluated based on the requirements of the position. A comparative screening will be conducted to determine which of the applicants will be selected for invitation to the next step of the screening and selection process. Those individuals who are invited to continue to the next step in the screening and selection process will be contacted via the email address they provided in their application.

WRITTEN ASSESSMENT

A job-related practical assessment will be administered. TBD.

SELECTION INTERVIEW

The interviews may be consolidated into one process or expanded into multiple interviews contingent upon the size and quantity of the candidate pool. Following the evaluation of the applications, the most qualified candidates may be invited to an oral board panel interview or directly to the selection interview. If an oral board panel interview is conducted, top candidates from the oral board panel interview will be invited to the selection interview with the hiring executive and/or members of the court executive management team.

TBD

BACKGROUND INVESTIGATION

Applicants may be subjected to a thorough background investigation, which may include personal and professional character references, inquiry into past employment, education, credit, criminal background and depending on the position, may include driving records. Please note that the pre-employment background process will include any interaction you may have from the application process through the time that you are provided a final offer of employment. Offer of employment may be rescinded at any time during the pre-employment background check process if the process determines that the applicant is not a good fit for the position.