Administrative Assistant

South Bend, IN


Position: Administrative Assistant

Department: Superior Court Felony Court

Location: 129 S. Main Street, South Bend, IN

Status: Full-time

Job Category: COMOT (Computer, Office Machine Operation, Technician)

FLSA Status: Non-exempt


This position is full-time, non-exempt and is covered under the Saint Joseph County Employee Policy Manual and specific policies of the St. Joseph Superior Court.

Hours: 8:00 a.m. to 4:30 p.m. Shift Times: Monday through Friday

Salary: $43,000

Essential Functions:

Prepares, reviews, and distributes court orders; types and/or photocopies a wide variety of administrative letters, memoranda, and other correspondence for Magistrates.

Answers telephone and receives visitors to court chambers; determines nature of call and, as appropriate, schedules appointments, provides assistance and information, makes referrals to appropriate person/department or takes messages. Responds to inquiries from court personnel, clerk personnel and other county offices, as appropriate.

Retrieves court files and documents from Clerk’s office for Judge to review, sign and/or reply. Returns files to Clerk’s office. Serve as liaison to the Clerk’s office, providing information and assistance as requested.

Daily review and monitoring of the court’s electronic case management system and queues.

Coordinate the court’s calendar of daily hearings with Clerk’s office and any other appropriate agencies. Contacts attorneys and pro se parties to coordinate the Magistrates’ calendars with the scheduling of status conferences, bench trials and jury trials.

Maintains filing system and makes entries into Odyssey Case Management. Scans in court orders and other pleadings.

Opens and distributes mail and other correspondence and pleadings.

Assists Magistrates’ chambers as directed and performs other duties as assigned.

Report directly to Magistrates for daily operational assignments; responsible to Court Administrator for payroll and personnel issues.


Education and Experience:

High school diploma or GED, and two (2) years general office experience. Legal office experience is preferred. Must successfully complete a criminal background check.

Previous experience with Odyssey Case Management System and INcite is a plus. Experience as legal secretary or court clerk is preferred.

Must be at least 21 years of age with a valid Indiana driver’s license and have a safe driving record.

Knowledge and Ability:

Knowledge of computer software such as Excel and Microsoft Word is required. Must accurately input data and type documents.

Proficient in operating standard office equipment including, but not limited to, a computer, printer, scanner, copy machine, telephone, and fax machine

Knowledge of standard practices and procedure of the St. Joseph County Superior Court and the general operations of the St. Joseph County court system.

Knowledge of legal terminology, standard legal documents and petitions. Ability to maintain and update Court files and the chronological case summary in Odyssey Case Management System.

Working knowledge of standard English grammar, spelling and punctuation, and ability to maintain accurate and organized files and prepare correspondence and documents as required.

Ability to communicate effectively, orally and in writing, with co-workers, other County departments, Clerk’s office, attorneys, jurors, and the public, including being sensitive to professional ethics, gender, culture diversities and disabilities.

Ability to provide public access to or maintain confidentiality of department information and records according to state requirements.

Ability to comply with all employer and department policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.

Capable of serving the public competently and with diplomacy and respect, including occasional encounters with irate/hostile persons.

Understands verbal and written instructions and has the ability to memorize, retain, and carry out such instructions.

Competent to work alone with minimum supervision and with others in a team environment.

Proficient with working under time pressure and balancing several tasks at the same time.

Ability to occasionally work extended, evening and/or weekend hours.