Judicial Secretary

Judicial Secretary

The Superior Court of California, County of San Joaquin is currently accepting applications for the position of Judicial Secretary to fill one position, and to establish an eligible list for future vacancies. The recruitment will close after the first 20 qualified applications are received, or on Thursday, October 23, at 11 : 59 p.m.

Incumbents receive general direction from the Executive Assistant and do not supervise staff. The Judicial Secretary performs a variety of complex, responsible, specialized, and confidential secretarial and office support functions for judicial officers. Responsibilities include typing and editing documents, which range from general correspondence to specialized legal reports, as well as performing related tasks as required.

This is a journey-level classification responsible for providing secretarial services to judicial officers and independently producing a wide range of documents and reports. This role requires a thorough understanding of court and district regulations, policies, and procedures. Positions at this level receive minimal instruction or assistance when new or unusual situations arise, as individuals are fully knowledgeable about the operating procedures and policies of their work unit.

Typical Duties

Types, formats, edits, revises, proofreads and prints a variety of legal orders, reports, correspondence, memoranda and other documents and materials ranging from routine to complex; creates forms, charts, tables and spreadsheets involving data manipulation; reviews documents for clerical accuracy, completeness and compliance with Court requirements; develops, revises and maintains standardized and master forms and documents; composes correspondence, reports and informational materials; copies documents for internal and external distribution.

Maintains calendars for judicial officers; arranges, schedules and confirms meetings, appointments and interviews; organizes catering for meetings; collects money for reimbursement to the court; makes travel arrangements.

Answers, screens and directs telephone calls; maintains a high level of customer service quality while assisting customers by telephone; receives, responds to and / or refers inquiries from the public to appropriate staff.

Organizes, maintains and updates subject, project, confidential and specialized files; maintains and updates file indexes; removes and archives inactive files; copies, compiles and distributes reports, documents and other materials; updates technical, procedural and legal manuals and documents.

Maintains Court's legal publication inventory; assesses needs; requests quotes for best pricing; processes requisitions; receives publications; files and / or distributes publications; and updates master inventory list.

Maintains user accounts for online legal research.

Reviews, determines priority and routes incoming correspondence.

Assists the Grand Jury Foreman and the members of the Grand Jury; receives Grand Jury inquiries by telephone, mail, or in person; explains Grand Jury complaint procedures to the public; advises Grand Jurors on a variety of policies and procedures.

Empanels the civil grand jury annually; meets with Judge to set a date for the empaneling process; prepares letters to request nominees from city and county officials; schedules and coordinates educational sessions for interested citizens within the county to serve on the grand jury; screens all applicants for eligibility; prepares letters, revises application as needed and summons individuals from random jury pool to serve on the civil grand jury; schedules and prepares letters for qualified citizens to appear for interview with Judge and Jury Commissioner for potential service on the civil grand jury; prepares final summons for random drawing; prepares letters for elected officials and other dignitaries to appear for random drawing; serves as courtroom clerk for special sessions of random drawing; and maintains information for demographic report.

Prepare grand jury payroll; calculates per diem and mileage amounts.

Performs other duties as assigned.

Minimum Qualifications

Any combination of experience and education / training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be : Equivalent to completion of twelfth (12) grade and, three (3) years of secretarial or administrative experience in an attorney's office or court office.

Licenses and Certifications :

• Possession of, or ability to obtain, an appropriate valid California's driver's license if required to drive.
• Possession of a valid typing certificate for 50 words per minute.

Knowledge of :

Ability to :

Supplemental Information

Physical demands must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and to visit various meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups and over the telephone. Finger dexterity is needed to access, enter and retrieve data using a computer keyboard, typewriter keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds with the use of proper equipment.

Environmental elements employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and / or public and private representatives in interpreting and enforcing departmental policies and procedures.