Administrative Assistant

Job Description

Executive secretary and administrative assistant to the Administrative Clerk.

Handles contact with the public and persons over the telephone:

(1)	Phone calls consist of calls to appellant attorneys to advise them of an upcoming destruction of a record due to the Court's record retention schedule. May also phone other administrative offices to obtain information.

a.	Go to Docket Screen to get the attorney information.

b.	Tell the attorney there was no hold placed on the record by either of the parties.

c.	Since the case was reversed, remanded or whatever is appropriate with that particular case, that the Court wanted to call and make sure the case would not be coming back to the Court of Appeals before we send the record to recycling.

d.	If the attorney indicates that the case will be or may be coming back to the Court of Appeals, tell the attorney that we must receive a letter to that effect in order to hold the record. Ask the attorney to check back with us in about six months after he sends the letter to appraise us of the status of the case.

e.	Two pink sheets are prepared. One is marked with an "F" and the other "R". The "R" sheet will go with the record to be filed in the Water Lab in the cases coming back to the Court filing drawer. The "F" sheet will go in the HOLD notebook.

f.	Sometimes the attorneys want to retrieve the record, fill out a retrieval sheet stating the name of the attorney, phone and date the attorney intends to pick the record up and if known, the name of the person who will pick up the record.

g.	Unsure questions? Refer the attorney to the Clerk/Court Administrator.

h.	If a record has any original evidence (i.e., photos, depositions, video tapes) they are returned to the lower court. A copy of the letter is attached at Attachment 1.

Schedules appointments:

The clerk/court administrator will usually let you know what to place on his calendar. The calendar is under Groupwise 5. You will need to take the following steps to obtain his calendar:

Type correspondence, reports, forms, requisition requests and travel expense reimbursement forms.

Assist with the preparation of the Court's oral argument calendar and memos associated with and whatever is needed in completing the preparation for any off-site oral arguments. Assists in assigning cases from judges' offices to the Senior Judge or to other judges on the Court.

Assist the clerk in maintaining and updating: the Court's Internal Operations Manual, the Rules of the Court of Appeals of Georgia and the Court History.

Preparing non-standard orders for the administrator/clerk.

Assists in the tracking of legislation affecting the Court and the judiciary.

Assist the clerk/administrator in special project implementation. Such as assisting with special seminar location and set-up designed for staff attorneys and judges. Water lab clean up and processing of applications and other dated records.

Available to provide administrative support to the Chief Judge, the Judge-in-Charge of the clerk's office and the Court.

Schedule visits for groups and dignitaries to the Court.

Establish and maintain a filing system for active and closed files of the administrator/clerk.

Back up for clerk's office personnel, such as receptionist training backup and backup for processing motions for the deputy clerk.

Requires ability to utilize Windows 95, Groupwise 5, WordPerfect 7.0, Quattro Pro.