Judicial Secretary - Norfolk County Juvenile Court

Title: Judicial Secretary - Norfolk County Juvenile Court

Pay Grade: Grade 12-13

Starting Pay: $56,782.44

Departmental Mission Statement: It is the mission of the Juvenile Court to protect children from abuse and neglect and promote opportunities for children to reside in safe, stable, permanent family environments whenever possible, to strengthen families when their children are in need of services, to rehabilitate juveniles, to protect the public from delinquent and criminal activity while holding offenders accountable and addressing the harm suffered by the community and the victim, and to decide all cases fairly and impartially with dedication, integrity and professionalism

Organizational Profile:

https://www.mass.gov/orgs/juvenile-court

Notes:

• This position will be based out of Dedham Juvenile Court but will require some travel to Quincy and Stoughton Juvenile Court locations.
• Familiar with the following is preferred but not required:
• Preparing encumbrances, PRCs, and GAXs.
• Knowledge of MMARS and working with Budgetary Control Register (BCR)

• Organizational skills and attention to detail is required.

• This position is designated as a union position and is covered by the Collective Bargaining Agreement with O.P.E.I.U., Local 6.

Position Summary: The positions within this series perform confidential, legal, and administrative secretarial services to one or more Trial Court Justices.  The position title above the entry level requires the performance of increasingly more responsible and varied work requiring more knowledge of court procedures, administrative procedures, and word processing functions.  Employees are appointed at the entry level and are eligible for reclassification to the higher-level position title within this series consistent with the specifications for the higher-level position title.  

ORGANIZATIONAL LEVELS:   This position is part of a series that includes a number of levels.  Employees are appointed to the entry level and are eligible to advance to the higher level consistent with this job description and Trial Court policies.    

Judicial Secretary I - This is the entry level position title within this series.  Employees at this level are expected to perform a variety of confidential, legal, and administrative duties for one or more Justices.  

Judicial Secretary II - This is the second level position title within this series.  Employees at this level are expected to perform higher level word processing and administrative support functions, and to provide technical assistance to other personnel.

Duties:

Judicial Secretary I:  

• Transcribes dictation of orders, memoranda, opinions, decisions, findings, directives, correspondence, administrative reports, and other materials.  
• Types legal documents, decisions, memoranda of law, findings and opinions for the law clerk(s) and Justice(s) and maintains such documents in a data base.  
• Types correspondence and administrative reports for Justice(s)' review and signature.    
• Proofreads typed material for accuracy and correct punctuation, spelling, grammar, and legal citation (if necessary).
• Screens visitors and telephone calls and answers inquiries or refers them to appropriate personnel.  
• Operates a variety of office equipment including a personal computer, typewriter, dictating equipment, photocopier, calculator, and fax machine.  
• Maintains the law library, office inventory of equipment, and personal records, legal files, and calendars.  
• Performs related administrative duties as required.    

Judicial Secretary II Additional Duties:  

• Types the most complex documents and decisions for one or more Justices using more advanced word processing functions and requiring more knowledge of legal citation.  
• Cross trained to perform mid-level administrative duties such as preparing payment vouchers, recording MMARS documents in the Budgetary Control Register, and preparing monthly expenditure reports and other fiscal documents.  
• Serves in a lead capacity, providing technical assistance and advice to lower-level personnel on policies and practices.  
• Makes travel and lodging arrangements and processes vouchers for reimbursement of expenses.
• Provides research assistance as directed by the Justice(s).  
• Composes correspondence for a Judge's review and signature.  
• May train staff in the use of automated systems and word processing software, introduce new versions or functions, trouble shoot problems and attend user group meetings.  
• May perform special projects involving considerable research and the preparation and/or coordination of activities related to those projects.  
• May coordinate medical malpractice tribunals or mental health commitments and process all paperwork related to those tribunals or commitments.  
• Performs all of the duties of the lower level within this series as required.

Job Competencies: All applicants must be able, through the interview process, to demonstrate knowledge and understanding of the following areas:

Ethics and Values Communicates and demonstrates the ethics and values of the Trial Court.

Mission Driven Employees are fully committed to fulfilling the Trial Court and associated Departmental missions.

Professional Development Employees are committed to participating in ongoing Trial Court training and educational offerings to advance their professional development. Managers are equally committed to affording those opportunities to those they supervise as scheduling permits.

Customer Service Conducts oneself in a courteous and professional manner towards both Trial Court employees and the public.

Applied Knowledge Demonstrates an ability to coordinate, distribute and administer State Contracts, State Price Agreements, Trial Court Contracts, and other statewide specialty items.

Commitment to Diversity Promotes an environment of diversity through understanding, respect, and positive communication with persons of varied racial, ethnic, economic, and cultural backgrounds.

Collaboration Works with others cooperatively, and promotes teamwork, contributing to a work environment that focuses on shared departmental goals.

Problem Solving Accurately assesses fiscal problems in the Trial Court and recommends and facilitates appropriate solutions.

Minimum Requirements:

Judicial Secretary I  

• High School diploma or the equivalent and at least one year of further education, e.g., secretarial, or paralegal program, or an equivalent combination of education and experience.  
• At least three years of prior secretarial experience, preferably in a legally related area.  
• Knowledge of basic English, grammar, spelling, punctuation and legal terminology and citation.  
• Knowledge of and skill in the use of a personal computer operating under Windows ‘95 with various software applications, especially Microsoft Word and Excel.  
• Knowledge of court operations and procedures.  
• Ability to type at an acceptable rate.  
• Ability to use a variety of office equipment and work processing equipment, including personal computers.  
• Ability to establish and maintain effective working relationships with others.  
• Ability to exercise judgment and to work without close supervision.
• Ability to handle sensitive matters on a confidential basis.  
• Ability to serve the public and others with business before the court in a courteous and professional manner.    

Judicial Secretary II Additional Requirements:  

• A minimum of two years of experience as a Judicial Secretary I.  
• Considerable knowledge of court operations and procedures and legal citation.  
• Considerable knowledge of word processing software and advanced functions.  
• Considerable knowledge of automated systems and the ability to teach and train staff in their use and to solve problems.   Considerable knowledge of spreadsheet software and data base management software.  
• Working knowledge of Trial Court fiscal policies and procedures.   
• Ability to research issues and present findings in a clear and concise manner.