POSITION SUMMARY
This position involves specialized clerical and public contact work performed in criminal, domestic violence, and juvenile courtrooms within the Clerk of the Court and Comptroller (COCC). Employees serve as the court clerk to an assigned or substitute judge, providing comprehensive in court support and ensuring the accurate and efficient processing of case files and courtroom documentation. Duties include preparing and reviewing case files for court action, attending all court sessions, administering oaths, managing exhibits, and recording trial, jury, and non jury proceedings, including verdicts, sentencing details, and related judicial actions. The position also coordinates the flow of court orders and documents, prepares and transmits materials for judicial signature, dockets filed documents, and ensures proper routing and follow up of case materials. Employees act as liaisons with attorneys and justice partners, respond to inquiries regarding case status, and assist in the preparation and processing of legal documents. Additional responsibilities include training newly appointed clerks in courtroom procedures and reviewing work for accuracy and compliance. Work requires thorough knowledge of courtroom operations, applicable procedures, and relevant provisions of the Florida Statutes, as well as the ability to perform accurately and professionally under pressure, including during extended trial sessions. Activities are performed under the general supervision of an administrative or technical superior, who reviews work for effectiveness, accuracy, and adherence to established standards.
Work in this role may involve exposure to difficult or highly sensitive cases, requiring the ability to remain calm, focused, and professional in a fast paced and sometimes stressful environment.
PREFERRED QUALIFICATIONS
- Experience processing public and/or legal records in a court quasi-judicial, public hearing, or law enforcement environment is preferred, especially working as a Court Records Specialist 1, Court Records Specialist 2, Courtroom Clerk 1, serving in a temporary courtroom clerk capacity within the COCC, or having completed a COCC Internship Program.
ILLUSTRATIVE TASKS
- Assembles and reviews case files for cases on the court calendar; ensures that jury case files are complete for court action, obtaining missing documents as necessary; places unfilled documents in appropriate case files; checks court notices to verify if parties were notified.
- Makes appropriate announcements and responses to the Court regarding case files or other information as requested; records summary information on cases, such as hearing type, name of counsel and defendant, and case progress, such as motions and notices of hearing; swears in witnesses, interpreters and jurors; attends court throughout sessions; takes custody of, marks and disburses exhibits and evidence.
- Enters into minutes all trial, jury and non-jury, proceedings; records in detail both verdicts and sentencing, including specific information for subsequent preparation of court orders, detention or custody release status, disposition of cases, attorneys appointed Guardian Ad Litem; obtains various forms and orders needed for judge’s signature.
- Prepares and certifies copy orders of transportation to transport juveniles to and from areas of confinement and to transport adults from jail for dependency proceedings.
- Reviews files for accuracy and completeness; follows up on court-related documents; distributes case files to designated areas for processing; instructs typists in the completion of various court orders and reviews completed documents for proper format and accuracy of detail; transmits orders for judge’s signature; research and processes orders received from judge; provides copies of court orders to defendants; dockets documents filed in court.
- Answers inquiries from the State Attorney’s Office and the Public Defender’s Office concerning the content or status of cases scheduled or in progress; acts as liaison regarding court orders and regarding the filing of various legal documents charging individuals with specific crimes.
- Trains newly appointed clerks in criminal, domestic violence or juvenile courtroom activities and office procedures; reviews completed work for accuracy.
- Performs related work as required.
KNOWLEDGE, SKILLS, AND ABILITIES
- Strong working knowledge of courtroom procedures for non-trial and jury trial proceedings.
- Comprehensive understanding of established procedures of judicial processes and relevant regulatory requirements and workflow in the criminal, domestic violence or juvenile areas of assignment.
- Thorough knowledge of applicable court regulations and provisions of statutes relating to respective court areas of assignment.
- Strong working knowledge of the form and use of various legal instruments pertinent to the criminal, domestic violence or juvenile court areas.
- Ability to process court documents efficiently, accurately, and independently.
- Ability to attend court with observance of proper decorum and with necessary attention to all pertinent detail.
- Ability to exercise care in the recording of court proceedings.
- Effective communication skills for interacting with judges, law enforcement personnel, jurors, attorneys and the public.
- Ability to record court orders in exact detail and ensure the accurate preparation of final court order documents.
- Strong attention to detail when reviewing case files and legal documents.
- Ability to maintain confidentiality and safeguard sensitive or legal information.
- Ability to maintain composure and professionalism when working with distressed, confused, or confrontational individuals.
- Ability to manage multiple tasks efficiently while handling simultaneous responsibilities.
- Ability to perform accurately and maintain composure and professionalism under pressure, including during fast moving or sensitive/emotionally challenging court proceedings.
- Ability to supervise, train, and support employees performing specialized clerical and courtroom functions.
WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS
Work is primarily performed in an office, and/or courtroom environment. Duties may involve light lifting (up to 10 lbs) and sitting or standing for extended periods.
NOTE
This description is a representative summary of major job duties. Additional responsibilities may be assigned as necessary.
