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About the district administrative secretary

The administrative secretary performs various secretarial and administrative duties, within and around the court and its different offices, while working independently and as a team member with various court personnel and officers. The Texas courts require administrative secretaries to complete certification programs that are administered by the state, in order to ensure enrichment of performance and abilities, and improvement of work ethics as required by the position in practicing proper discretion and confidentiality. An administrative secretary reports to various staffs such as the court administrator.

The current administrative secretary of the 85th District Court is Sophia Chapman.

The 85th District Court as original jurisdiction over felony criminal cases, misdemeanor cases, civil cases with claims greathr than $100,000, and Family Law cases, except for Juvenile Cases in Brazos County which are exclusively assigned to the 272nd District Court of the same county. The 85th District Office is located in the city of Bryan, with office hours from 8:00 AM to 5:00 PM. Below are the current district court dockets:

Criminal pre-trial and trial dates: 8:30 AM

Civil pre-trial and trial dates: 1:30 PM, 2:30 PM, 3:00 PM, 3:30 PM

Duties of an administrative secretary of the court

A court administrative secretary covers several secretarial, administrative, clerical, bookkeeping, reception, and general office functions. It is thus required for a qualified court administrative secretary to possess good knowledge and abilities in various aspects such as writing, communication and interpersonal skills, as well as good technical and computer skills. It is also important for an administrative secretary to have strong organizational skills to be able to effectively correspond with different individuals and groups and develop healthy working relationships with all parties, as well as time management skills for minimizing administrative delays and ensuring efficiency in handling day-to-day activities. Moreover, due to the sensitive and confidential matters that may be involved in court proceedings and other operations, it is imperative for a court administrative secretary to observe proper work ethics.

Secretarial duties and responsibilities:

• Drafting legal documents in standard forms and letters, such as warrants and petitions for submission to the court, while ensuring proper case or law citation, spelling, grammar and format

• Composing and filing various correspondence in relation to court operations, employee relations, memoranda, notices, and other internal and/or confidential matters

• Preparing press releases and other public documents as requested and for official approval

• Taking and distributing of minutes in meetings of staffs, administrators, committees, judges, and other important meetings, while serving as committee member on different matters of court administration

• Preparing relevant charts, graphs, and reports for use by court administrators and/or court officials

• Composing summaries and abstracts for specialized reports, in clear and concise manner

Data and information handling:

• Timely and efficient data entry on case management systems

• Reviewing and tracking consolidation of transfers of case files, properly citing case laws with related memoranda

• Proofreading and editing of existing forms and letters when necessary

• Systematic faxing and photocopying of vital documents for distribution and record-keeping

• Reviewing and facilitating proper destruction of stale case files as required by the court, and accounting for case files that have been destroyed

• Collecting information and gathering data for assisting staffs and officials in making specialized reports

• Obtaining and tracking requested case files as required by court officials

• Effectively compiling and organizing various reports from different court departments into a reliable archive library or system according to proper arrangement as officially used by the court

• Maintaining confidential employee files such as contact details, leave calendars, and other personnel forms


Customer service, people communication:

• Serving as liaison with human resources, and other departments for implementing new policies, orders, updates, and circulating memos and notices

• Taking telephone calls and transferring them to correct departments, providing prompt responses to mails on general inquiries

• Scheduling of appointments and interviews for job applicants and other parties

• Properly screening visitors and directing them to the proper department or staff

• Preparing travel arrangements for court staffs and officials, as well as visiting officials and professionals, and preparing necessary travel request forms and travel reimbursement forms

• Providing trainings for clerical staffs such as basic knowledge on administrative tasks and use of systems

• Providing legal clerical support as needed


Custodianship of handled funds and physical assets:

• Maintaining property records, wherein valued furniture and equipment are tagged and accounted for in the inventory

• Maintaining petty cash funds and submitting cash vouchers to finance or equivalent department

• Processing of purchase orders and requisitions for supplies and equipment

• Updating the court calendar for scheduled usage and vacancies of rooms and other court facilities

• Stocking office supplies, maintaining its inventory, and monitoring distribution to requesting staffs

• Assisting in preparation of budget and in controlling expenditures


Miscellaneous tasks:

• Performing non-routine administrative tasks when the need arises

• Conducting special projects with the court administrator, district clerk, and other court staffs and officials


Please visit our website for more information about us, bankruptcy, and the ADMINISTRATIVE SECRETARY 85TH JUDICIAL DISTRICT COURT OF TEXAS BRAZOS COUNTY Call us today at (713) 974-1151 to schedule a no-obligation consultation or feel free to email us at