Judicial Staff Administrative Assistant

We will provide comprehensive training for qualified applicants to ensure your success in this role.

Court Administration is seeking applicants for a full time Judicial Staff Assistant with full benefits and retirement plan in Key West, Florida. To apply for this position opening, please review and comply with the stated instructions included in the specific job posting below.

JOB SUMMARY:

This is a significantly responsible position providing administrative and paralegal support for three circuit judges’ offices and a staff magistrate. This position also provides office coverage in Key West for circuit court Judicial Assistants on leave. The position requires a working knowledge of the rules and procedures governing the various circuit court areas including civil, felony, family law, domestic abuse and repeat violence, probate, guardianship, delinquency and dependency. This position establishes working relationships and acts as a liaison with judges' offices, court administrator's office, Monroe County Clerk of Court, State Attorney’s Office, Office of the Public Defender, private attorneys, state and local law enforcement agencies, court deputies, and social service professionals. There is also extensive contact with the general public and pro se litigants.

Work is of a sensitive and confidential nature and must always be handled with professionalism. Position requires high standards of conduct, independent judgment, and the ability to juggle multiple tasks. Workload and priorities are determined by each judges’ office based on an equitable schedule of time, as agreed upon by the circuit judges.

This position is based at the Freeman Justice Center in Key West and reports to the Director of Case Management.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. The following are not exhaustive, and the omission of specific duties does not exclude them from the position if the work is related or a logical assignment to the position. Duties assigned will vary based on the particular need of each individual judge’s office.

• Provide office coverage for circuit court Judicial Assistants on leave in Key West;
• Provide general administrative support including preparing, conforming and distributing copies of orders and judgments; and initiate orders for office supplies;
• Answer telephone and provide information to callers; route callers to appropriate party;
• Draft and/or edit routine correspondence; memoranda, notices, orders and other written material as directed by judges or judicial assistants;
• Work on special projects as directed by judges, judicial assistants or the Director of Case Management;
• Assist in managing the judges’ court and professional calendars by coordinating and scheduling motions, pretrial conferences, trials, emergency hearings, etc. Requires knowledge of civil, criminal, family court, juvenile court, juvenile delinquency and juvenile dependency motion practice when scheduling allotted time for hearings;
• Assist in the preparation and distribution of daily court dockets and review dockets for accuracy, format compliance and completeness prior to scheduled hearings;
• Prepare orders in circuit criminal cases imposing judgment liens and orders establishing court costs, fees and fines imposed at time of sentencing;
• Identify and screen ex parté correspondence, communications and telephone calls. Compose routine administrative correspondence;
• Receive, convey and explain detailed information regarding circuit court procedures, policies and scheduling. Initiate and prepare correspondence, memoranda, etc. regarding same;
• Perform additional clerical tasks such as typing multi page orders, responding to e-mails, and processing incoming mail;
• Maintain dockets for the staff magistrate or special magistrates in all three courthouse locations;
• Review cases in advance of hearings before the magistrates to ensure pleadings and filings are complete;
• Distribute magistrate reports and subsequent orders, following proper procedure for processing and distributing same;
• Prepare and coordinate mental health cases for action in Key West and Marathon; prepare notices and orders; coordinate involuntary placement/treatment hearings with hospital, attorneys, and magistrates.

SUPERVISORY RESPONSIBILITIES:

There are no supervisory responsibilities associated with this position.

QUALIFICATIONS:

o perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below 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.

EDUCATION and/or EXPERIENCE:

High school diploma or general education degree (GED); minimum of three years of progressively responsible experience as a legal secretary or paralegal. Exposure to civil, probate and guardianship, family law, mental health etc. is preferred.

SKILLS:

LANGUAGE SKILLS: Knowledge of and ability to use correct English grammar, spelling, and punctuation. Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization. MATHEMATICAL SKILLS: Uses addition, subtraction, multiplication, and division; may compute ratios, rates, and percentages.

COMPUTER SKILLS: Ability to use a personal computer and proficient in Microsoft Products such as Microsoft 365, Outlook, Word, and Excel. VII. REASONING ABILITY: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Ability to multi-task.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit, use hands to finger, handle, or feel; and talk or hear. The employee frequently is required to reach with hands and arms. The employee is occasionally required to stand or walk. The employee must occasionally lift and/or move up to 10 pounds.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate

Interested applicants must submit a cover letter, resume and State of Florida application through really or to Personnel@keyscourts.net or to Personnel, 302 Fleming Street, Key West, Florida 33040. State of Florida application may be found at www.keyscourts.net. Applications are being accepted until position is filled.

Application Packet Must Include:

• Cover Letter
• State of Florida Application
• Resume

To apply for position openings, please review and comply with the stated instructions included in the specific job posting. All applicants are required to submit a complete and current original application packet in order to be considered for the advertised vacancy. Please be advised that applying for a vacancy does not guarantee an interview or employment with the Sixteenth Judicial Circuit. Prior to an offer of employment, an applicant will be subject to verification of the information contained within the application including a minimum of two professional (past employment) reference checks. Additionally, the successful applicant will be required to successfully pass a criminal background check.

We do not discriminate on the basis of race, religion, sex, age, disability or sexual orientation. EOE. If you need accommodations to participate in the application /selection process, please notify us in advance at 305-292-3423; to make a call through Florida Relay Center, you can dial 7-1-1.

This Organization Participates in E-Verify: Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States. The 16th Judicial Circuit participates in the U.S. Government’s Electronic Employment Verification Program (E-Verify) to assist in this required verification process. E-Verify is a program that electronically confirms an employee’s eligibility to work in the United States after completion of the Employment Eligibility Verification Form (I-9) upon hire within the first 3 days of employment. For information about E-Verify, please visit: https://www.e-verify.gov/employees

At the Administrative Offices of the Courts, Sixteenth Judicial Circuit, we know that our employees are our most valuable asset. Your work and dedication allow us to meet our courts performance standards at the highest levels. Because of this, our employee benefits package is a top priority. As for your health and financial security, our benefits package will help ensure you and your family attain these goals while serving our beautiful community.

• Great working environment
• Growth and Development Opportunities
• Medical, Dental, Vision other supplemental insurances offered
• Sick Vacation Paid Time Off
• Paid Holidays
• Membership with Florida State Retirement System (Pension or Investment)
• 457 Deferred Compensation
• Employee Assistance Program
• Basic Term Life $20,000 (Free to Employee)
• Free Parking

Monroe County Group Insurance Link: www.monroecounty-fl.gov/198/Group-Insurance

Job Type: Full-time

Pay: $47,000.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• No weekends

Education:

• High school or equivalent (Required)

Experience:

• nce as aLegal secretary or paralegal: 3 years (Required)

Work Location: In person

Salary : $47,000