Title: Judicial Secretary
Department: District Court Updated: 01/2018
Division: 72nd District Court FLSA Status: Non-Exempt
Bargaining Unit: CANUE Wage Range: Not Available

The Judicial Secretary provides the Judge(s) with administrative support, which includes coordination of the Judge(s) business schedule and Court Docket; performing administrative work necessary to manage and coordinate the Judge(s) office; and acts as a liaison between the Judge(s) and Court staff, law enforcement agencies and legal professionals.


·         Acts as a liaison on behalf of the Judge(s) with attorneys, court staff, law enforcement representatives and the general public.

·         Wide discretion is allowed for the exercise of independent judgment.

·         Deals routinely with confidential and privileged information.

·         Handles correspondence regarding courtroom schedules and activities.

·         Coordinates availability of facility resources, reference material, the listing and scheduling of matters, custody of court files, etc.

·         Updates case information in the case management system. 

·         Composes, prepares and distributes correspondence, records, legal documents, notices, forms and reports as needed; proofreads prepared materials for accuracy, completeness and compliance with Court procedures, policies, practices and Michigan Court Rules.

·         Tends to the efficiency of the Judge(s) chambers, including maintenance of the library, correspondence, confidential matters, documents and files.

·         Arranges the Judge(s) appointments, schedules, meetings and conferences. 

·         Facilitates travel plans, including scheduling and verifying travel.

·         May be required to attend judicial seminars and training sessions.

·         Performs research as directed by the Judge(s).

·         Records and transcribes dictation of letters, memoranda, articles, minutes, reports and other correspondence.

·         Performs public contact work; responds to in-person, telephone, electronic and mail inquiries from attorneys, litigants, police agencies, other courts and the public.

·         Compiles information and statistics for use in reports, estimates and statements.

·         Functions as a confidential assistant to the Judge(s).

·         Coordinates Court Appointed Attorney assignments and may be responsible for processing billing matters.

·         Performs duties of a certified court recorder when required.

·         Performs duties of a Court Clerk when required.

·         Coordinates courtroom dockets and case flow.

·         Prepares and timely processes judgments and orders at the direction of the Judge(s) including commitments to jail and treatment facilities.

·         Other duties as assigned.



Work is performed under the general supervision of Judge(s). 


May exercise occasional narrowly defined leadership to the employees of the Court when directed by a Judge(s) and Court Administrator.


·         An Associate Degree from an accredited college or university with five years of experience and/or supplemental paralegal training required. 

·         A minimum of 10 years of experience involving proven increasingly responsible administrative work as a legal office administrator or similar in a court environment may substitute for education.

·         Comply with court professional code of conduct as applicable.

·         Must possess and maintain a professional, dignified demeanor at all times.

·         Writing, reading, mathematical principles; proficient computer skills-Microsoft Office Suite, Outlook; exercise sound judgment and decision making in accordance with policies and procedures; ability to research and problem solve independently; knowledge of County operations and functions; ability to prioritize and time manage; handle stressful situations, provide effective and friendly customer service; support the County's mission and values; ability to think critically where necessary.    

·         Knowledge or understanding of basic administrative tasks: operate standard office equipment; document management; prepare and maintain records, various correspondences and reports; answer general inquiries and refer as necessary; answer telephone calls, process mail, order supplies/equipment; prepare meeting agendas, attend meetings, record/transcribe/distribute minutes; entering, transcribing, recording, storing or maintaining information in written or electronic form with speed and accuracy; maintain calendars, arrange meetings, schedule rooms and equipment as necessary.    

·         Ability to communicate effectively and efficiently with management, co-workers and clients; obtain and communicate accurate information; apply common sense understanding to complex instructions and respond accordingly;  communicate complex ideas through graphs, charts, presentations, reports or other professional correspondence.



·         Ability to demonstrate predictable, reliable, and timely attendance.                 

·         Ability to read, write & communicate in English; follow written and verbal instruction and understand basic mathematics and figure checking.              

·         Ability to interpret and apply procedures, rules, technical information, instructions, manuals to complete tasks accurately and on schedule.                                     

·         Ability to learn from directions, observations, and mistakes; and apply procedures using good judgment.                                                                        

·         Ability to use discretion and maintain sensitive and confidential information.     

·         Ability to work independently or part of a team; ability to interact appropriately with others such as County officials, employees, vendors and the general public.

·         Ability to work under supervision, receiving instructions/feedback, coaching/counseling and/or action/discipline.                                            

·         Adaptability to change in the work environment, managing competing demands and ability to deal with frequent changes, delays or unexpected events.

·         Knowledge of principles and processes for providing customer and personal services including customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction

·         Proficient skills using Microsoft Office programs including, but not limited to: Word, Excel, Access, and Outlook required.  Proficiency may be tested.

  • Prior to starting employment, the candidate must complete a satisfactory background check.  The background check is understood to encompass all forms of pre-employment screening, including but not limited to: drug screen, physical, criminal background, driving record, sex offender registry, education, training and licensing verification, employment history, credit check, and professional and personal references.
  • Must possess a valid State of Michigan operator license and maintain this license throughout employment in this position.

·         The employee must successfully complete an annual criminal background check in order to obtain and maintain LEIN certification throughout employment in this position.

·         Obtain and maintain Certified Electronic Operator (CEO) certification; to be obtained within 18 months of training date.  Current employees not presently certified must actively pursue and obtain CEO certification within 18 months of the implementation of training.




The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job with or without accommodations.  Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.


While performing the duties of this job, the employee is regularly required to:

·         Speak to others to convey information effectively.

·         Read, interpret and understand procedures, rules, technical information, instructions and manuals.

·         Hear and understand information presented through spoken words and sentences.

·         Specific vision requirement includes close vision, distance vision, color and depth perception.

·         Use hands to operate a computer, handle materials and operate equipment.

·         Push or pull carts, reach with hands and arms forward, above and below shoulder level.

·         Lift, move or carry objects, equipment and supplies weighing up to 25 pounds.

·         Sit, bend, stoop, crouch, crawl and kneel in an ergonomically correct manner.

·         Stand and walk, climb stairs.

·         Normal office hours are from 8:00 a.m. through 4:30 p.m.

·         Generally works in a normal office environment.

·         The noise level in the work environment is moderate with many interruptions.



Disclaimer: The statements contained in this job description are intended to describe the general nature and level of work being performed by individuals assigned to this position.  They are not to be construed as an exhaustive list of all job requirements or duties performed.  The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.




It is the policy of St. Clair County not to discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, age, marital status, disability that does not prevent performing essential job functions or because he or she is a protected veteran.