Administrative Assistant Job Description

The Teen Court Administrative Assistant shall be responsible for, but not limited to, the following:

Involving the Teen Court

  1. Receives referrals from County Courts, City and County Law Enforcement Agencies Juvenile Division, Juvenile Court Services (Probation Dept.) Juvenile Court and Local School Districts.
  2. Makes initial contact with youth and parents or guardians to schedule initial interview per Coordinator's schedule.
  3. Recruitment of volunteers.
  4. Training of volunteers.
  5. Development and Monitoring of all community service and restitution placements.
  6. Attends all Teen Court trial sessions.
  7. Maintain all forms and records on computer and master ledger
  8. Report to referral services
  9. Follow-up and monitor offenders
  10. Support, encourage and nurture volunteers. This includes awarding of certificates, social events, etc.
  11. Keeps volunteers abreast of any changes in state statutes pertaining to juvenile offenders.
  12. Arrange for Teen Court Workshops
  13. Scheduling of attendance for Teen Court Workshops
  14. Corresponding with individuals and organizations as directed by the Coordinator

Pre-Trial Preparations

  1. Prepare folders, including all appropriate paper (list what goes in folder) prior to initial interview
  2. Prepare mailing labels
  3. Prepare Teen Court forms and update them when needed
  4. Check with Teen attorneys about availability (at least two weeks before trial) and mail them a notice.
  5. Assign cases to specific times and courtrooms
  6. Assign and mail cases to attorneys at least 10 days before the trial
  7. Call bailiffs, clerks, judges and staff and assign them to cases
  8. Assign past defendants to cases
  9. Notify bailiff at courthouse of teen court dates
  10. Send out summons to
    • Attorneys
    • Clerks
    • Past Defendant jurors
    • bailiffs
    • jurors
  11. Keep track of jurors attending
  12. Reschedule any cancellations concerning the attorneys, baliff, clerk or judges
  13. Print new nametags
  14. Prepare jury list (changes weekly)
  15. Prepare envelopes for judges, bailiffs and clerks
  16. Assign meeting rooms for defendants for both pre- and post-trial
  17. Prepare master schedule for records
  18. Arrange for volunteers to help at registration
  19. Prepare paperwork for registration desk (please list what is needed)
  20. Take registration materials to the courthouse
  21. Train volunteers for registration

The Night of the Trial:

  1. Put up courtroom signs
  2. If courtrooms not available, set up county board room as courtroom
  3. Get judges envelopes to appropriate rooms
  4. Give clerks and bailiffs procedure envelopes
  5. Get jury list to attorney for defendant check
  6. Have clerk and bailiff meet with judges
  7. Have clerk and bailiff make sure that all members for their case are present
  8. Coordinate with bailiff and clerk when the session is to begin
  9. Get jury list from attorney for excused jurors
  10. Take attendance
  11. Maintain order in the jury waiting room
  12. Check with jurors about conflicts (do this before each trial)
  13. Assign jurors to first case - do this with the clerk (do this for each trial, try to mix up jurors so the same jurors aren't together all the time)
  14. Distribute information to new jurors
  15. Explain procedure and train the new jurors
  16. Make sure courtrooms and jury room are back in order
  17. Collect signs
  18. Collect any nametags that need to be printed from check in desk