Receptionist - Assistant Initial Hearing Administrator

Location:
1 Hamilton County Square - Noblesville, Indiana, 46060

Hamilton County is one of Indiana’s fastest growing, highest educated and wealthiest counties in the state and the Midwest. Two-thirds of the workforce lives and works in the county -- a percent that has remained constant since 2010.   Hamilton County is continually recognized in rankings ranging from “Best Cities to Relocate To” and “Best City to Raise a Family” to “Healthiest County in Indiana” and “Happiest Suburbs in the Nation”.   Come be a part of all Hamilton County has to offer as we work together to serve the citizens of Hamilton County.

Job Description:

POSITION DESCRIPTION

COUNTY OF HAMILTON, INDIANA

POSITION: Receptionist/Assistant Initial Hearing Administrator

DEPARTMENT: Magistrate Office

WORK SCHEDULE: 8:00 a.m. - 4:30 p.m., M-F

STATUS:  Full-time

FLSA STATUS:  Non-exempt

HOURLY RATE: $22.1135 per hour

Resume is required

To perform this position successfully, an individual must be able to perform each essential function of the position satisfactorily.  The requirements listed in this document are representative of the knowledge, skill, and/or ability required. Hamilton 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 the accommodation would present an undue hardship.

Incumbent serves as Receptionist/Assistant Initial Hearing Administrator for the combined Magistrates 1 and 4 hearing room office, responsible for providing clerical duties, assisting with initial criminal hearings, assisting with misdemeanor night court sessions, and assisting the public.

DUTIES :

Answers telephone and greets office visitors, including determining purpose of call/visit, providing information, directing to proper courtroom, taking messages, or directing/transferring to appropriate individual or department.

Performs various clerical functions as assigned or as needed, including receiving/opening/sorting/ distributing incoming mail and processing outgoing mail daily.  Prints daily calendars for all hearings.

Confirms that all emergency motions or filings are ruled on and signed promptly.

Assists in tracking all pretrial release authorizations and jail summonses provided by the Hamilton County Pretrial Release Program and Hamilton County Jail to create a daily initial hearing docket to be heard in the Magistrates’ hearing rooms.

Tracks and prepares the initial hearing docket for the daily criminal initial hearings, and occasional misdemeanor night court sessions.

Completes criminal misdemeanor cases set for daily initial hearings.  Confirms that defendants understand their rights that they have previously received.  Provides proper Affidavit of Indigency to qualified indigent defendants, and schedules future court dates.

Prepares files and proper documentation required for night court (i.e., initial hearing orders, CCS entries for Failure to Appears) and verifies all cases have an entry.

Handles daily criminal initial hearing cases for all courts and other cases as assigned by an elected judge.

Prepares the docket for and handle every misdemeanor night court session for both English and Spanish defendants.

Assists the Bailiff with scanning pretrial assessments, prepare incoming initial hearing orders, and scanning orders.

Assists other department personnel as assigned or as needed.

Performs related duties as assigned.

I.  JOB REQUIREMENTS AND DIFFICULTY OF WORK :

High school diploma or GED; relevant clerical and/or legal experience preferred.

Working knowledge of standard office and court policies, procedures and related terminology, and ability to apply such knowledge to a variety of interrelated tasks.

Working knowledge of standard English grammar, spelling and punctuation, and ability to prepare correspondence and detailed reports.

Knowledge of how each court schedules their calendars and what types of cases are scheduled.

Ability to type with speed and accuracy and properly operate a variety of standard office equipment, including computer, printer, calculator, telephone, fax machine and copier.

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

Ability to understand and follow written and oral instructions/directions, and appropriately respond to constructive criticism.

Ability to competently serve the public with diplomacy and respect, including occasional encounters with irate/hostile persons.

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

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

Ability to work with others in a team environment, and maintain appropriate, respectful interrelationships with co-workers.

Ability to work alone with minimum supervision to work on several task at the same time and work rapidly for long periods, occasionally under time pressure

Ability to understand, memorize, retain, and carry out written or oral instructions and present findings in oral or written form.

Ability to occasionally work extended hours and night court as needed

II.  RESPONSIBILITY :

Incumbent performs standard, recurring duties according to well-established department policies and procedures. Incumbent works with supervisor in setting work assignments, goals/objectives, and priorities. Errors in incumbent's work are usually prevented through prior instructions from supervisor and are detected through notification from other departments, agencies, or the public. Undetected errors may result in loss of time for correction and/or inconvenience to other departments, agencies, or the public.

III.  PERSONAL WORK RELATIONSHIPS :

Incumbent maintains frequent contact with co-workers, other County departments, attorneys and the public for the purpose of exchanging information and rendering services.

Incumbent reports directly to the Magistrate.

IV.  PHYSICAL EFFORT AND WORK ENVIRONMENT :

Incumbent performs duties in a standard office environment involving sitting for long periods, sitting and walking at will, hearing sounds/communications, speaking clearly, lifting/carrying objects weighing less than 25 pounds, handling/grasping/fingering objects, keyboarding, bending/reaching/crouching/kneeling and pushing/pulling objects.

Incumbent occasionally works extended hours and night court as needed.

APPLICANT/EMPLOYEE ACKNOWLEDGMENT

The job description for the position of Receptionist/Assistant Initial Hearing Administrator for the Magistrate describes the duties and responsibilities for employment in this position.  I acknowledge that I have received this job description, and understand that it is not a contract of employment.  I am responsible for reading this job description and complying with all job duties, requirements and responsibilities contained herein, and any subsequent revisions.

Hamilton County is an Equal Opportunity Employer. We participate in E-Verify.