Civil Judicial Aide - Supporting Child Protective Services (CPS) Docket

Job Summary

Under minimal supervision, performs complex administrative, legal, and research duties for judges and other members of the legal staff. Sets cases for hearing or trial. Monitors cases for compliance and communicates with legal commitments, other courts, and law enforcement agencies.

Duties And Responsibilities

• Schedules, prepares, manages and monitors all cases assigned to the specific court through court settings and re-settings until disposition.
• Sets cases for hearing or trial as requested by attorney, party, or judge.
• Maintains case status to ensure accuracy and compliance with basic requirements.
• Notifies parties of case settings.
• Coordinates transfer of cases between other courts and jurisdictions.
• Coordinates with County departments and attorneys on jail defendants to ensure cases are ready for trial and heard expeditiously.
• Aids judges in designing annual docket schedules of trial activities and disseminates schedule to attorneys.
• Maintains judgment orders on defendants in jail to ensure orders are completed in a timely fashion.
• Reviews and analyzes multiple legal documents.
• Creates and maintains court dockets.
• Prepares written opinions, court orders, and other legal documents as requested by the judge.
• Enters, updates, processes, retrieves, and disseminates information and documents using multiple systems and databases.
• Drafts, types, and prepares memoranda, legal documents, and correspondence in conjunction with the disposition of cases, opinions, court orders, jury charges, judgments, and other County transactions.
• Organizes, maintains, and retrieves case files for assigned courts.
• Transcribes legal and other technical dictation.
• Proofreads legal documents.
• Provides confidential legal secretarial assistance in complex cases.
• Performs various administrative duties for judge(s).
• Schedules appointments, maintains calendars, and reminds staff of appointments.
• Obtains travel arrangements and processes necessary forms.
• Ensures adequate inventory of office supplies.
• Processes, organizes, and distributes mail for judges and staff.
• Screens walk-ins and telephone callers and refers to appropriate office.
• Assists in retrieving and returning court files and exhibits, locating legal documents, and making copies, as required.
• Serves as a liaison between judge and attorneys, law enforcement, and other agencies, County and other officials and staff, the media, and the public regarding case settings and proceedings.
• Attends meetings and drafts minutes for distribution.
• Communicates with attorneys, other courts, and the general public to provide guidance on local rules and procedures.
• Communicates case information, practices, local rules, and procedures to attorneys, other courts, jurors, the media, the general public, and litigants.
• Answers general questions about court activities and directs courtroom traffic.
• Notifies visiting judges through state monitored process.
• Maintains calendar of court hearings and special case assignments for visiting judges.
• Notifies visiting judges of settings and provides them with case information.
• Processes payment claim forms and travel reimbursements for visiting judges.
• Acts as liaison for visiting judges and locates courtrooms for them.
• Attends court proceedings to create and finalize legal documents and record summaries of actions taken in court upon the direction of the judge or attorney.
• Organizes and maintains accurate case files.
• Ensures that all legal documents are filed and copies are disseminated to involved parties.
• Swears in witnesses, notarizes documents, makes and maintains recordings of court proceedings.
• Ensures key personnel and other special staff are available to conduct court.
• Assists with daily operation of electronic courtroom equipment and document management system.
• Ensures special equipment is available to conduct court.
• Coordinates with clerk's office to get case files transported to courtroom.
• May act as a relief bailiff, prepares the courtroom for court sessions, opens and closes each session of court.
• Provides assistance to court staff with the coordination of jury trials.
• Coordinates juror communication with the court and notifies the court of juror questions or notifications of verdict.
• Assists with the preparation of jury instructions and charges.
• May assist in the preparation of jury lists and questionnaires, as required.
• Conducts research on case activity and prepares statistical reports.
• Maintains effective document, file, and record retrieval system.
• Compiles information in several specialized databases and extracts information through the use of queries.
• May be responsible for coordinating and tracking off-site case files.
• May ensure that all indigent defendants receive court-appointed counsel.
• Manages rotating lists of attorneys with various levels of qualifications.
• Reviews cases in multiple databases to determine the appropriate setting and level of attorney qualification.
• Prepares appropriate legal paperwork necessary for court appointments.
• Enters jail case setting information to create the court's jail dockets.

Minimum Requirements

• Associate's degree in Criminal Justice, Public Administration, Business Administration, or a directly related field AND four (4) years of responsible administrative or general business experience in a court, judicial, legal office, or a directly related environment involving some limited legal research, administrative, and technical duties;
• Any combination of education and experience that has been achieved and is equivalent to the stated education and experience and required knowledge, skills, and abilities sufficient to successfully perform the duties and responsibilities of this job.

Preferred

• Bachelor's degree and/or paralegal certification.
• Prior experience in the legal field related to Child Protective Services (CPS) or child welfare.

Knowledge, Skills, and Abilities

• Knowledge of policies, practices, procedures, and legal terminology related to court system.
• Legal terminology, principles, procedures, documents, and forms.
• Court scheduling and case management.
• Office protocol and management.
• Computer equipment to include word processing, spreadsheets, databases, and a variety of software packages.
• Business letter writing, grammar, and punctuation, and report preparation.

Physical Requirements

• Ability to lift/carry up to 20-50 pounds occasionally.
• Visual acuity, speech, and hearing.
• Hand and eye coordination and manual dexterity necessary to operate a computer and office equipment.

Work Environment & Other Information

• Subject to sitting, client/customer contact, standing, walking, vision to monitor, repetitive motion, stooping/kneeling, squatting, bending, and reaching to perform the essential functions.
• Subject to extensive phone and client contact.
• Travis County employees play an important role in business continuity. As such, employees can be assigned to business continuity efforts outside of normal job functions.

Location

Civil and Family Courts Facility (CFCF), 1700 Guadalupe Street, Austin, Texas

Department

Civil Courts

Driving

N/A

Education

N/A

Background Check

Required

Contact

Contact: Jacob.Stokes@traviscountytx.gov