Home Careers Job Descriptions Division Specialist
Home Careers Job Descriptions Division Specialist
Division Specialist Job Description

Job Series:  Division Specialist
FLSA status: Non-Exempt - Excluded**
OCC Group: Administrative Services and Related
Job code: R41510
Original signature of State Court Administrator approval available in the Human Resources Division, signed 4/15/98.

GENERAL STATEMENT OF DUTIES
Assists a judge with special needs, organizes and informs the judge of all matters before the court; performs legal research; serves as law clerk and bailiff, and serves as a personal secretary.
 
DISTINGUISHING FACTORS
**Non-Certified employees who are appointed and supervised directly by an elected official such as a judge are excluded from FLSA regulations. Employees who do not meet these conditions are non-exempt.
 
ESSENTIAL FUNCTIONS OF THE POSITION
Provides technical clerical support to a full-time district court judge and provides various confidential, legal, and administrative functions.
 
Coordinates the division docket for trials and hearings; retrieves case File/S in preparation for trials and hearings; prepares and sorts case File/S for trials and hearings. Develops and maintains the court docket and personal appointment calendar for the judge. Ensures accessibility issues are resolved for the judge.
 
Monitors and reviews case File/S to ensure completeness and compliance with policies, procedures and rules; verifies that court proceedings and actions have been executed; takes necessary action in accordance with court rules. Advises the Judge of special circumstances for each case.
 
Provides information and assistance regarding case status and procedures upon request by court officials, employees, litigants, attorneys, law enforcement representatives, jurors and the general public.
 
Some positions may receive, sort and distribute incoming mail; prepares outgoing mail.
 
Attends meetings and training as required.
 
Performs other duties as assigned.
 
SUPERVISORY RESPONSIBILITIES
May have supervisory accountability for other employees, volunteers, or interns. Plans, directs and coordinates activities for a unit. Duties may include scheduling and assigning of work, training in all facets of work, quality control, and decisions impacting the pay, status and tenure of others. Conducts performance appraisals, and provides input into and participates in discipline, dismissal, and hiring processes.
 
QUALIFICATIONS   
To perform this job successfully, an individual must be able to perform each of the above essential functions satisfactorily. The requirements listed below are representative of the knowledge, skill, ability, physical and environmental conditions required of the employee on the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 
EDUCATION and EXPERIENCE
Graduation from high school or GED equivalent and two years of college with legal research training, and two years law office or judicial related experience.
 
PHYSICAL DEMANDS
The employee frequently is required to stand; sit; reach with hands and arms; and perform repetitive motions with wrists, hands, and fingers; stoop, kneel, crouch, or crawl; and talk or hear. The employee is occasionally required to climb or balance. The employee must frequently lift and/or move up to 15 pounds. Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus.
 
 
WORK ENVIRONMENT
While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts. Occasionally handles emergency or crisis situations; frequently subject to interruptions, and multiple calls and inquiries. The noise level in the work environment is usually moderate.
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