The essential function of the position within the organization is to provide broad administrative, organizational and clerical support. This is responsible work performing a variety of administrative and clerical duties in the Civil Operations Division of the Administrative Office of the Courts as Administrative Assistant. The position works under general supervision independently developing work methods and sequences.
• Provide case management, administrative and clerical support to the Civil Operations Director and Circuit Civil Division Administrative Judge.
• Assist with coordination and assignment of courtrooms for Circuit and County Civil judges, Administrative Hearing judges, and Judges of other state agencies.
• Assist the Administrative Judge in the organization of the administrative Transfer Calendar.
• Act as liaison with the Procurement Division with regard to supplies and services rendered to staff housed in the Dade County Courthouse.
• Prepare, process and distribute Case Setting Conferences, Notices of Hearing, Transfer Orders, Trial Orders, and memoranda.
• Manage Guardian Ad Litem attorney wheels for Circuit Civil Division.
• Collect, analyze and prepare statistical reports on judicial workload and business practices.
• Assist with coordination of senior judge coverage and maintain senior judge and backup judge calendars for trial assignment purposes.
• Assist in emergency preparedness and coordination.
• Compose/draft and/or types correspondence, court orders, pleadings, memoranda, reports, e-mails, and other documents observing strict confidentiality rules.
• Screen telephone calls and visitors; provide information, resolves issues, directs caller/visitor to proper personnel, or takes messages.
• Analyze incoming pleadings and correspondence; provide assistance and information to litigants. Provide individual assistance to Pro Se litigants with Notices of Hearing.
• Coordinate and schedule court hearings or program events; enter data into an automated calendaring system; order and prepare court files, and maintains a tickler system.
• Gather and maintain information/data to support periodic and special reports for the area of responsibility; make copies and distribute to appropriate personnel or departments as designated.
• Perform clerical tasks such as processing incoming mail, collecting and distributing court files, performing data entry, filing, faxing, or photocopying.
• Attend staff and other professional meetings to exchange information and/or to take minutes; transcribes minutes and distributes to appropriate personnel; attends technical or professional classes, workshops or seminars to improve technical or professional skills.
• May provide temporary coverage for judicial assistants.
• Perform 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, skills and abilities:
• 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 typewriter, word processor, data entry equipment, personal computer, 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.