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Job
Description - Judicial Secretary Series
Human Resources Department
JOB
OPPORTUNITY
__________________
Posting
Date
MASSACHUSETTS TRIAL COURT
Job Description and Qualifications
for
Judiciary Secretary Series
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 levels consistent with this job description and Trial
Court policies.
All
Applications must be received by:
SUMMARY
OF SERIES:
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:
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.
MAJOR 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.
POSITION 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 WordPerfect
v.7 or higher.
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 three 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.
SALARY:
Completed Trial Court Application for
Employment should be forwarded to:
Trial Court Applications for Employment
are available at all court locations and at the Administrative Office.
AFFIRMATIVE
ACTION/EQUAL OPPORTUNITY EMPLOYER
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