16th Judicial Circuit
Job Description
Job Title: Administrative Assistant II
Department: Court Administration
Reports To: Trial Court Administrator
FLSA Status: Included
Prepared By: Cheryl Alfonso
Prepared Date: January 27, 2023
Approved By: Holly Elomina
Approved Date: January 27, 2023
Summary
This position within the 16th Judicial Circuit will be responsible for advanced level administrative and clerical responsibilities in Court Administration, as well as
acting as the receptionist and facilities contact for the Plantation Key Courthouse. This position works independently and reports directly to the Trial Court
Administrator but works closely with and takes direction from the Court Operations Manager relative to the responsibilities relating to inventory and human
resources responsibilities and other similar tasks.
In addition to contacts within the Court Administration workgroup, this position establishes working relationships with Judges, Judicial Assistants, Case Managers,
Senior Judges, Magistrates, Clerk of Court staff, Monroe County Public Works staff, attorneys, litigants and the general public. Contact with Judges, Senior
Judges, Magistrate, Judicial Assistants and Case Managers are made to coordinate calendars, and use of courtrooms and general case related information.
Contacts with Monroe County Public Works staff are to report and coordinate facility related issue and projects. Contacts with attorneys, litigants and the general
public are to assist them when they call for information or to route them to the correct employee/division.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
- Acts as the receptionist for the Plantation Key Courthouse. Assists callers and visitors by routing them to the appropriate party. Handles all incoming/outgoing
mail by delivering mail to judges’ offices and the employee mail room. Coordinates the use of courtrooms, meeting rooms and the deposition room for internal
and external users; Performs general office duties such as filing, scanning, photocopying. - Acts as the facilities contact for the Plantation Key Courthouse. Receives work orders and distributes them to the appropriate contact within Monroe County
Public Works. Follows-up on all work order requests to ensure completion. Coordinates timing of projects with Public Works to minimize disruption to court
operations. - Collects and analyzes data for statistical reports; assists in conducting surveys.
- Attend technical or professional classes, workshops or seminars to improve technical or professional skills.
- Composes routine administrative correspondence.
- Assists the Court Operations Manager with inventory management in Plantation Key and Marathon.
- Assists the Court Operations Manager with routine HR matters and assists with the employee orientations in Plantation Key and Marathon.
- Work on special court projects as directed by supervisor.
- Other duties as assigned within the Court Administration/Magistrate workgroup.
SUPERVISORY RESPONSIBILITIES
There are no supervisory responsibilities associated with this position.
Refers to job specific training and education that is recommended for entry into the position.
Experience
CERTIFICATES, LICENSES, AND SPECIAL REQUIREMENTS
Refers to professional, state, or federal licenses, certifications, or registrations required/desired to enter the position.
COMPETENCIES/RESPONSIBILITIES
Data Responsibility
Refers to information, knowledge, and conceptions obtained by observation, investigation, interpretation, visualization, and mental creation. Data are intangible and include
numbers, words, symbols, ideas, concepts, and oral verbalizations.
The person holding this position must be able to coordinate multiple tasks, communicate well with others, reconcile, compile, and analyze financial data and be highly organized.
Supervisory Responsibility
Refers to individuals who have contact with or are influenced by the position.
There are no supervisory responsibilities associated with this position.
Assets Responsibility
Refers to the responsibility for achieving economies or preventing loss within the organization.
Has responsibility and opportunity for achieving considerable economies and/or preventing considerable losses through the handling of or accounting for materials, supplies, or
small/large amounts of money.
Mathematical Requirements
Deals with quantities, magnitudes, and forms and their relationships and attributes by the use of numbers and symbols.
Uses addition, subtraction, multiplication, and division; may compute ratios, rates, and percentages.
Communications Requirements
Involves the ability to read, write, and speak.
Reads routine sentences, journals and manuals, instructions, regulations, procedures, or work orders; composes business letters using proper format and grammar; speaks to
groups inside and outside the organization.
Complexity of Work
Addresses the analysis, initiative, ingenuity, creativity, and concentration required by the position and the presence of any unusual pressures.
Performs coordinating work involving guidelines and rules with constant problem solving; requires continuous, close attention for accurate results and frequent exposure to
unusual pressures.
Performs coordinating work involving guidelines and rules, with constant problem solving; requires continuous, close attention for accurate results or frequent exposure to
unusual pressures.
Impact of Decisions/Errors
Refers to consequences such as damage to property, loss of data or property, exposure of the organization to legal liability, or injury or death to individuals.
Makes decisions with moderately serious impact – affects work unit and may affect other units or citizens.
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 is occasionally required to
walk and reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds.
Equipment Usage
Refers to inanimate objects such as substances, materials, machines, tools, equipment, work aids, or products. A thing is tangible and has shape, form, and other physical
characteristics.
Operate standard office equipment, such as multi-function copier, multi-line phone, personal computer and adding machine.
The duties listed are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them
from the position if the work is similar, related, or a logical assignment to the position. The job description does not constitute an employment agreement between the employer
and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.