POSITION:  Executive Assistant

DEPARTMENT: Circuit Court

WORK SCHEDULE: Monday- Friday; 8:00 a.m. to 4:30 p.m.

SALARY: $48,000.00

STATUS:  Full- Time

FLSA STATUS: Non-Exempt

START DATE: January 5, 2026.

To perform this position successfully, an individual must be able to perform each essential function. The requirements listed in this document are representative of the knowledge, skill, and/or abilities required. St. Joseph County provides reasonable accommodations to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job unless those accommodations would present an undue hardship.

Description: Incumbent serves as Executive Assistant for St. Joseph Circuit Court, responsible for administrative duties for the Magistrate.                         

Benefits

Affordable Medical, Dental, and Vision Plans

Vacation Time

Employer Paid Life Insurance coverage

Short-Term and Long-Term Disability (STD/LTD)

Flexible Spending Accounts (FSA) for healthcare and dependent care

Gym Membership Discounts to encourage wellness

Employer-Funded PERF (Public Employees' Retirement Fund)

Access to additional voluntary benefits and resources

Responsibilities

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

Answers telephone, respond to e-mails and receive 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.

Knowledge of Odyssey and Incite would be helpful. Daily review and monitoring of the court’s electronic case management systems and queue.

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 Magistrate’s calendar with the scheduling of status conferences, pre-trial conferences, bench trials and jury trials. 

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

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

Other duties as assigned.

Qualifications

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.

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

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 procedures of the St. Joseph Circuit 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.