This position is responsible work performing a variety of administrative and clerical duties in the Family Case Management Unit of the Administrative Office of the Courts. The Administrative Assistant assists the Family Case Managers in managing the daily operations and support functions of the family court including preparation of orders, calendars, files and notices. The Administrative Assistant prepares materials for and participates in training sessions, collects data for statistical reports, creates and provides information to court personnel and the public. In addition, the position includes calendaring cases for the staff and public. This position is also responsible for inputting statistical data and creating reports, assisting the judiciary, litigants, other court personnel, staff and the public.
- Inputs new cases, closed files and statistical data.
- Coordinates and schedules hearings and enters data into electronic case management system.
- Tracks and maintains tickler system on cases to assist in monitoring compliance.
- Processes incoming mail, reviewing pleadings and correspondence for progression of cases and respond to information requests.
- Maintains appointment schedules; interviews, screens, and refers callers and visitors; provides detailed responses to information requests about programs and activities.
- Prepares orders for signature and appropriate notices and correspondence.
- Greets callers and visitors; heavy telephone contact.
- Provides information to court personnel and the public.
- Types memoranda, e-mails and correspondence.
- Establishes and maintains complex filing systems.
- Orders and maintains an adequate supply of office materials and supplies; coordinates and oversees all unit repairs.
- Performs related work as required.
- Graduation from a four year college or university with major course work in judicial, public or business administration, or related fields; one year of experience in business administration, office skills or related field; or any equivalent combination of education and experience which provides the following knowledge, abilities and skills:
- Thorough knowledge of modern office practices, procedures, equipment, and systems.
- Thorough knowledge of business English, spelling, punctuation, arithmetic, and bookkeeping practices.
- Considerable knowledge of personal computer application software such as Microsoft Word, Excel and email.
- Ability to use, plan and prepare reports and charts in a variety of formats.
- Ability to organize work, establish priorities, and meet deadlines.
- Ability to make varied and complex decisions in accordance with established policies and procedures.
- Ability to use independent judgment and discretion concerning confidential information.
- Ability to establish and maintain administrative, fiscal, and general records and to prepare reports and answer questions from records.
- Ability to compose correspondence on routine matters and to perform routine office management tasks without referral to supervision.
- Ability to establish and maintain effective working relationships with the judiciary, court administrative personnel, vendor representatives and other private and county agencies’ staff.
- Ability to communicate clearly and concisely, orally and in writing.
- Ability to deal tactfully with the public.
- Ability to operate a personal computer, word processor, data entry equipment, and other standard office equipment accurately and rapidly.
- Ability to perform tasks with little or no supervision.
- Ability to anticipate the needs of the director and the division.
- Bilingual English/Spanish preferred.
Work involves a significant amount of standing, walking, sitting, talking, and reaching with hands and arms; must be able to transfer up to 10 pounds.
QDo you have a Bachelor's Degree?
QDo you have at least one year of experience in business administration, office skills or related field?
QDo you have experience with the Court system and/or a system partner agency?
QAre you currently employed by the Eleventh Judicial Circuit of Florida?
QAre you fluent in Spanish?