JUDICIAL SUPPORT SPECIALIST, OALDEFINITION:
Under the limited supervision of a Supervising Judicial Support Specialist, OAL or other supervisory official in the Office of Administrative Law (OAL), coordinates all activities related to the processing of cases once they are assigned to an Administrative Law Judge (ALJ); acts as point of contact for litigants and their legal representatives to assist them with the procedural aspects of the administrative hearing process and prevent ex parte contact with the judge from occurring; ensures that all judicial proceedings and decisions are completed within statutory time frames; does other related duties as required.
NOTE: The examples of work for this title are for illustrative purposes only. A particular position using this title may not perform all duties listed in this job specification. Conversely, all duties performed on the job may not be listed.
EXAMPLES OF WORK:
Is responsible for supporting the work of multiple ALJs; may be required to provide coverage for colleagues in their absence so that judges are supported at all times.
Assists ALJ's in advancing the movement of cases from initial assignment to final disposition.
Acts as the liaison between the assigned ALJ's and the various units within the OAL, Local and State Agencies, attorneys, litigants and/or other parties regarding case status and each step involved in judicial proceedings in compliance with applicable laws and regulations.
Contacts attorneys and other parties to administrative hearings to coordinate and schedule pre-hearing and status conferences, settlement conferences, plenary hearings and other proceedings and to resolve minor disputes and obtain or disseminate case-related information to the attorneys and concerned parties.
On receipt of new cases, screens for completeness and compliance with legal and procedural requirements, flags procedural problems, missing documents or other unusual circumstances to the assigned ALJ's.
Schedules or reschedules hearings for assigned Judges at own initiative, reschedules double-booked cases, adjournments and postponements within specified timeframes and coordinates schedules, space and other logistic requirements for judicial case proceedings in the field and in the office.
Ensures that ALJ's hearing cases in the field have recording equipment and all other materials necessary to proceed effectively.
Finalizes draft initial decisions for dissemination to appropriate parties; prepares exhibit and/or witness list for inclusion in final draft of initial decision.
Reviews assigned case files and expedites Civil Service Removal (CSR), DYFS (Cari), Higher Education Assistance (HEA) and Special Education (EDS) cases in accordance with OAL procedures and federal legal requirements (EDS, HEA and some Department of Agriculture food programs).
Schedules hearing dates of expedited cases with attorneys or their assistants on the next available hearing date to ensure these cases are handled in accordance with administrative procedures and federal guidelines. Ensures CSR cases are scheduled to conclude within the timeframe set by statute for police officers and firefighters. Follows up with CSR litigants for necessary documentation and acknowledges waivers of pay.
Ensures HEA matters are held and decided within the timeframe set by statute, coordinating with the Higher Education attorney and the litigant to schedule matter expeditiously. Reviews case law and provides to ALJ prior to the HEA hearing.
Schedules telephone pre-hearing and tentative dates for public and plenary hearings with all parties (usually 6-10) in BPU cases.
Contacts all parties in Special Education cases to schedule a telephone pre-hearing, hearing dates and prepares draft of pre-hearing order.
Collects and updates all pertinent information necessary for the Practice Manager Case Management System related to each individual case for assigned ALJs, including hearing dates, docket numbers, contact information and decision status.
Handles all adjournment requests, rescheduling, updates to PM entries when counsel or addresses change, updates hearing dispositions, including generating, printing and mailing of all notices in connection with assigned cases.
Monitors the Administrative Law Judges' master calendars to determine pending matters and hearings, telephone conferences, oral arguments, settlements, and to resolve scheduling conflicts and incorporate additions, deletions, changes or other factors affecting the readiness for hearing of all parties involved.
Responds to telephone or written inquiries from attorneys representing litigants and parties to the assigned case, providing information about case documentation, scheduling, hearings, decision status and other related matters.
Answers inquiries from pro se litigants to provide guidance and assist in understanding the administrative hearing process.
Assists litigants and/or their legal representatives in completing forms related to the subpoena process, notices of appearance and other relevant judicial processes.
Formats decisions and legal documents with appropriate agency-specific language to ensure compliance with applicable state and federal statutes as well as agency rules.
Edits decisions to verify correct legal citation and/or verbiage cited in initial decision.
Organizes, maintains and updates case files for multiple ALJ's, including the review of filings and motions.
Retrieves incoming mail, emails and facsimiles and responds by phone and/or in writing to inquiries as deemed appropriate.
Answers all phone calls for assigned ALJ's; takes and relays messages by telephone, email or handwritten messages in a timely manner and with all needed information.
Assists the Supervising Judicial Support Specialist with overload or backup work assignments of other judicial support specialists.
Drafts and formats correspondence, dismissals for failure to appear, orders of inactivity, pre-hearing orders, orders to sea, consolidation orders, in addition to any other related forms for all assigned cases.
Disseminates legal documentation and/or other sensitive case-related information.
Prepares initial decision extension requests, orders of disqualification and other legal documentation related to case processing, to ensure compliance with statutory time limits.
Submits email notifications to OAL's Clerk's Office requesting the rescheduling of field hearings.
Ensures case file meets OAL standards (initial decision and transmittal in front, exhibits and briefs in back, purging all ALJ's notes) before returning file to agency.
Conducts legal research including, but not limited to, checking citations, locating relevant prior decisions, looking up statutes, cases and regulations, etc.
Composes and/or prepares complex correspondence and legal documents from handwritten papers or dictation.
Contacts Clerk's Office for next emergent calendar when rescheduling from assigned ALJs' emergent calendars, contacting agency and client to confirm the date and advise all parties that the call will be their only form of notice.
Will be required to learn how to utilize various types of electronic and/or manual recording and computerized information systems used by the agency, office or other related units.
REQUIREMENTS:
NOTE:Applicants must meet one of the following or a combination of both experience and education. Thirty (30) semester hour credits are equal to one (1) year of relevant experience.
Six (6) years of professional experience coordinating various activities related to the processing of judicial/legal cases, or as a paralegal.
OR
Possession of a bachelor's degree from an accredited college or university; and two (2) years of the above-mentioned professional experience.
OR
Possession of an associate's degree in any field; and four (4) years of the above-mentioned professional experience.
NOTE: "Professional experience" refers to work that is creative, analytical, evaluative, and interpretive; requires a range and depth of specialized knowledge of the profession's principles, concepts, theories, and practices; and is performed with the authority to act according to one's own judgment and make accurate and informed decisions.
LICENSE:
Appointees will be required to possess a driver's license valid in New Jersey only if the operation of a vehicle, rather than employee mobility, is necessary to perform the essential duties of the position. KNOWLEDGE AND ABILITIES:
Knowledge of legal terminology and judicial procedures.
Knowledge of legal principles and concepts.
Knowledge of legal research techniques utilizing computerized databases and/or legal source materials.
Ability to acquire knowledge of state and federal case processing procedures and requirements specific to agencies under the jurisdiction of the OAL.
Ability to acquire knowledge of the functions of all units within the OAL and their relationship to the work of the ALJ's.
Ability to independently draft and format legal documents of a complex nature within a specified timeframe.
Ability to act as a confidential assistant to a public official and to relieve him/her of office detail.
Ability to acquire knowledge of OAL policies and procedures relevant to case management and processing.
Ability to use the Internet as a tool in assisting litigants and their legal representatives.
Ability to acquire knowledge of statutory time limits assigned for Administrative Law hearings.
Ability to acquire knowledge of OAL forms.
Ability to acquire knowledge of the subpoena process.
Ability to handle sensitive matters with integrity, impartiality and confidentiality.
Ability to distinguish, assess and respond to changing job priorities in relation to overall work responsibilities.
Ability to effectively utilize word processing software, electronic mail applications and spreadsheet programs.
Ability to organize and maintain extensive case files of a complex legal nature.
Ability to adequately explain programs and procedures to individuals outside of the work unit and to the public.
Ability to prepare reports and to maintain essential records and files.
Ability to communicate clearly and effectively in dealing with difficult individuals.
Ability to learn how to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.
Ability to read, write, speak, understand, and communicate in English sufficiently to perform the duties of this position. American Sign Language or Braille may also be considered as acceptable forms of communication.
Persons with mental or physical disabilities are eligible if they can perform the essential functions of the job with or without reasonable accommodation. If the accommodation cannot be made because it would cause the employer undue hardship, such persons may not be eligible.
