Job Details for Case and Panel Administrative Assistant (Trial Unit)

This position provides essential administrative support to the entire district and reports to the Administrative Officer. The role is divided approximately equally between case management support and panel administration support.

In the case management function, the Case & Panel Administrative Assistant is responsible for opening, maintaining, and closing case files within the office’s electronic case management systems; monitoring case status to ensure accurate and timely data entry; assisting with statistical reporting and case tracking; supporting the digital conversion of physical case records in accordance with office policy; coordinating with attorneys and support staff regarding case documentation and workflow; and ensuring compliance with internal procedures and judiciary reporting requirements.

In the panel administration function, the Case & Panel Administrative Assistant assists with the administration of Criminal Justice Act panel operations. Responsibilities include contacting criminal defense attorneys to determine availability for conflict case appointments; managing petty offense, initial appearance, and magistrate court calendars; maintaining panel attorney records and databases, including tracking term expirations; preparing correspondence related to panel matters; and supporting compliance with judiciary administrative policies. The position also includes maintaining accurate updated listservs as panel membership changes; granting and removing access to CJA Box folders; tracking continuing legal education (CLE) opportunities provided to panel attorneys for annual reporting to the Defender Services Office; and maintaining organized records and spreadsheets related to panel administration. The Case & Panel Administrative Assistant will assist in screening incoming calls and inquiries from clients and the public, providing basic information such as court dates and attorney contact information, and directing more complex matters as appropriate.

This is a fast-paced position with time-sensitive responsibilities. The successful candidate must be available to respond to calls and emails over the lunch hour and, when necessary, outside of regular business hours to support CJA panel operations and meet the demands of the court. The position requires discretion, professionalism, and the ability to manage sensitive case-related information.