16th Judicial Circuit

Job Description


Job Title:                 Court Program Specialist I

Department:            Case Management

FLSA:                      Included

Reports To:              Director of Case Management

Prepared By:           Sharon Hamilton

Prepared Date:        January 15, 2016

Amended By:          Victoria Duponty

Amended Date:       November 7, 2019

Approved By:           Holly Elomina

Approved Date:        November 8, 2019




The essential function of this position within the organization is to assist in the administration and case management of a variety of cases including circuit civil and mental health cases (specifically foreclosure, Baker Act, Marchman Act, Risk Protection Orders, and Involuntary Civil Commitment of Sexually Violent Predator cases) in the Lower Keys Division of the 16th Judicial Circuit. 

This position will also assist in other areas of Case Management, including, but not limited to, Family Court, in order to provide for coverage assistance to the Family Court Case Manager on court dates with the Magistrate.

This position is responsible for reviewing time standard reports and court files in order to assist the Court with the timely progression of cases. This position is responsible for interacting with other court personnel, judges, attorneys and litigants.  In addition, this position establishes relationships and has extensive contact with personnel at the Clerk of the Court, State Attorney’s Office, Public Defender’s Office, Office of Regional Conflict Counsel, Guidance Care Center, Depoo Hospital, local doctors and their staff.  This position requires knowledge of the court system and organizational skills, as well as the ability to perform a variety of complex administrative duties.  The work performed may be of a sensitive and confidential nature and may involve stressful interactions.

Although the work is performed under the close supervision of the Director of Case Management, it requires independent judgment and the consistent ability to keep the cases moving in a forward progression.


The essential duties and responsibilities include the following. (Other duties may be assigned. 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.)

  • Provide assistance to the judiciary in the management of their assigned caseloads;
  • Coordinate with Clerk of Court staff in processing and managing cases. Review all clerk memos regarding the status of all open cases in the circuit;
  • Review monthly pending caseload reports for compliance with time standards. Compile information for judges on pertinent issues regarding the status of all open civil and mental health cases in the Key West division. Provide support to the judges by setting case status conferences when necessary or processing notices of time standard violations.
  • Answer phone calls, emails and correspondence from attorneys, litigants, court staff, and/or parties from ancillary agencies, or the general public;
  • Provide clerical support to the judiciary, visiting judges and magistrates;
  • Review files, pleadings, motions and proposed orders for completeness and compliance;
  • Prepare notices, orders, pretrial and trial orders when appropriate;
  • Review all foreclosure packets received for completeness and compliance with all orders;
  • Manage senior judge and magistrate calendars by coordinating dates, scheduling motions, pretrial hearings and trials;
  • Prepare and distribute dockets to the appropriate parties and departments;
  • Review files prior to hearings to ensure completeness; Attend court when necessary;
  • Provide support to judges by preparing Mental Health files for proceedings in the Lower Keys Division; prepare notices and orders; coordinate Involuntary Placement treatment hearings with hospital/clinical staff, attorneys and special magistrate;
  • Contact attorneys and self-represented litigants as necessary for compliance with all notices and orders issued;
  • Provide general clerical support, including conforming and distributing copies of orders and judgments; Make copies, address envelopes, and mail correspondence and orders as required;


There are no supervisory responsibilities associated with this position.


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


Refers to job specific training and education that is recommended for entry into the position. Additional relevant experience may substitute for the recommended educational level on a year-for-year basis. Bachelor's degree in public or business administration, criminal justice, psychology, sociology, pre-law or a closely social science related field. Knowledge of court procedures. Ability to handle matters with the professional manner required of court employees. Ability to communicate clearly both orally and in writing, with very good spelling and writing. Ability to concentrate and perform job duties in a stressful working environment. Ability to use a personal computer and word processor.


Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.


Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.


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.


There are no certificates, licenses or registrations associated with this position.


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.


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.