SUMMARY
This is responsible work performing a variety of secretarial, administrative, and clerical duties for the Civil and Family Case Management Team in the Civil Division for the Twentieth Judicial Circuit. The Administrative Assistant I assists Case Managers with scheduling, coordination, case research, and docket preparation. This position prepares files, forms, and assists customers utilizing various means of communication. This position tracks and maintains statistical reports and correspondence, and types documents using a personal computer. A variety of working relationships are established with state courts system personnel, judges and non-judicial officers, attorneys and the general public. This position requires a working knowledge of Florida Rules of Civil Procedures and FLA Statutes as it relates to same. The Administrative Assistant I works independently and as a team *member and must exercise discretion in dealing with confidential and sensitive information. Work is performed under limited supervision of Program Coordinator/Supervisor and Civil Division Director.
Primary responsibilities of an Administrative Assistant I include the following: (1) Administrative Support (2) Docket Management (3) Customer Service (4) Other Duties Assigned
ESSENTIAL DUTIES AND RESPONSIBILITIES: The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.
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Administrative Support:
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Perform administrative and support services for the Civil and Family Case Management Team to meet court performance standards and goals
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Type and prepare documents, orders, reports and other related paperwork
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Conduct document review, monitor case status and perform case research
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Perform mail support functions including: conduct mail run sort mail, distribute mail, disseminate faxes
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Process all the Returned Mail and update the address information in computer program
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Type letters, memos, and documents
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Update notes to Excel Spreadsheet
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Docket Management:
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Conduct case research, docket review, and updates
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Coordinate and schedule case hearings
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Coordinate and schedule meetings
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Customer Service Functions:
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Assist as needed to the Mediation Coordinator
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Answer a multi-line phone system and assist a high volume of case inquiries
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Provide case information and general information on court process and procedures
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Assist litigants, attorneys, and internal customers/team member in person and by phone
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Assist case management team with case information
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Other Duties Assigned:
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Other administrative responsibilities and duties as assigned
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Knowledge of:
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Civil court forms and legal terminology
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Local, state, and federal guidelines, rules, regulations, and statutes as they pertain to Civil court
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Basic structure of the Courts System
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Basic mathematics and simple statistics
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Microsoft Excel
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Standard office procedures
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Computer applications, including but not limited to: Microsoft Word and Outlook
Ability to:
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Exhibit sound judgment, work well under pressure and meet established timelines and goals
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Work in a team environment
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Provide excellent customer service and maintain a pleasant demeanor in stressful situations
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Compile information and compose summary reports
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Organize routine workflow and sets priorities
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Effectively use time management skills
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Quickly learn computer applications
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Communicate thoughts and ideas effectively and clearly
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Develop and maintain effective working relationships with others
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Adapt behavior or work methods in response to new information, changing conditions, or unexpected obstacles
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Show understanding, friendliness, courtesy, tact, empathy, concern and politeness to others
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Effectively interpret general policy, criteria and procedures for specific situations
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Efficiently use computer skills
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Perform general office and administrative support duties
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Follow written and verbal instructions and procedures
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Develop good working relationships with, judges, attorneys and community resources
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Provide effective, accurate, professional, polite, friendly, and prompt customer service to the public and other agency personnel, AOC employees, and the Judiciary
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Maintain consistent and regular attendance, which is required
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Ability to type 35 wpm
