Administrative Assistant III

Description

The essential function of the position within the County Criminal Operations Division is to provide complex administrative, caseload management and clerical support. The position is responsible for caseload management for 17 Judges and assists in caseload management of 30 Traffic Hearing Officers regarding the setting of Criminal Traffic, Misdemeanor and Civil Traffic Infractions. This individual will be responsible for preparing and scheduling these types of cases by utilizing an automated calendaring system known as the Calendaring Workbench. Effective relationships are essential with the members of the judiciary, court system personnel, law enforcement, attorneys as well as the general public. The position works independently, reporting major activities through periodic meetings with a Court Operations Manager.

Responsibilities
Calendar Workbench Duties

• Manages 17 County Court Judges and assists the Assistant Calendar Administrator in managing of 30 Traffic Hearing Officers caseloads on a weekly basis which includes Criminal Traffic, Misdemeanor and Civil Traffic Infractions, by analyzing weekly backlog reports.

• Schedules cases for the County Court Criminal Division utilizing an automated calendaring system (Calendaring Workbench) for 8 Central divisions and 5 District Courts and processes an average of 20,000 to 25,000 traffic and misdemeanor cases weekly.

• Enters necessary information in the Calendar Workbench system reflecting judges’ vacations, leave requests and change of calendars specifically requested by the judges or Administrative Judge.

• Enters adjustments in TIS (Traffic Information System) and CJIS (Criminal Justice Information System) regarding Sounding Calendars and partitioning of sessions by attorney type.

• Reviews and determines accuracy of setting of cases by the Calendar Workbench system. Makes changes as needed and generates and provides a report of cases set to the Clerk of Courts for preparation purposes.

• Prepares weekly judges’ schedule for printing, copying, e-mailing and distributing to all pertinent court personnel, judges and outside agencies.

• Prepare daily judge’s schedule indicating amount of cases scheduled for that week per division, and distribute to Judges, JA’s and other court personnel.

• Prepares weekly misdemeanor schedules for distribution to the Clerk of Courts supervisors at the Richard E. Gerstein Justice Building and District courthouses to be used for In-Court setting of Misdemeanor cases.

• Responsible for accessing the Criminal Justice Information System (CJIS) and creating Misdemeanor sessions to be scheduled by the automated arraignment scheduling system.

Administrative Duties

• Obtains calendar coverage for judges and assists in obtaining coverage for Civil Traffic Hearing Officers for emergency situations, illnesses and when leave is requested.

• Resolves discrepancies concerning scheduling of police officers for court.

• Responsible for contacting and informing computer system personnel when new judges are assigned to the division and ensure they are properly entered in the SPIRIT, Calendar Workbench, CJIS and TIS systems.

• Prepares and distributes monthly pending statistics and set cases for all County Court Judges.

• Meets with individual judges to discuss their caseloads and offer suggestions on reducing backlogs and improve case management based on their weekly pending statistics.

• Meets with the Administrative Judge to determine best course of action in handling backlogs in the division and compiles and evaluates setting results to recommend specific action necessary.

• Works in conjunction with Assistant Calendar Administrator on weekly scheduling of criminal and Traffic Infraction cases to determine courtroom availability and setting needs.

• Conducts research and works on special projects when requested by Chief Judge, Administrative Judge or Division Director.

• Attends and participates in division related meetings and or projects.

• Meets with newly appointed/transferred judges to the division and provides guidance on procedures related to calendar management, requests for leave and coverage options.

• Communicates weekly with Clerk of Courts supervisors in regards to setting of cases.

• Performs related work as required.

Qualifications
Graduation from a four year college or university with major course work in public or business administration, or related fields, and three years of related experience in administrative work; or any equivalent combination of education and experience which provides the following knowledge, skills and abilities:

• Knowledge of the Calendaring Workbench, SPIRIT, Traffic Information System (TIS) and Criminal Justice Information System (CJIS).

• Knowledge of Excel and Word.

• Knowledge of modern principles and practices of public and judicial administration.

• Knowledge of and ability to use correct English grammar, spelling, and punctuation.

• Knowledge of research techniques and the sources and availability of current information in the area of assignment.

• Knowledge of and ability to perform basic mathematical operations and simple statistics.

• Ability to organize work, establish priorities, and meet deadlines.

• Ability to establish and maintain working relationships with judicial and non-judicial State Courts System personnel, state staff, local government, and the public.

• Ability to make simple, routine decisions in accordance with established policies and procedures.

• Ability to operate word processing and spreadsheet applications, data entry equipment, personal computer, and other standard office equipment accurately and rapidly.

• Ability to communicate clearly and concisely, orally and in writing.

• Ability to manage multiple assignments including long and short range projects.

• Ability to use independent judgment and discretion concerning confidential information.

• Ability to perform coordinating work involving guidelines and rules with constant problem solving that requires continuous, close attention for accurate results.

Physical Demands
Work involves a significant amount of standing, walking, sitting, talking, and reaching with hands and arms; must be able to transfer up to 10 pounds.