16th Judicial Circuit

Job Description



Job Title:            Court Program Specialist I (Key West)

Department:       Case Management

FLSA:                 Included

Reports To:        Director of Case Management

Prepared By:      Cheryl Alfonso

Prepared Date:  January 3, 2019

Approved By:    Holly Elomina

Approved Date: January 3, 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, civil, probate, juvenile, family and mental health cases for the Key West Division of the 16th Judicial Circuit.


This position is responsible for reviewing time standard reports and serving the court by reviewing court files for timely progression of cases. This position is responsible for interacting with other courts system personnel, judges, attorneys and litigants. This position requires significant organization; and performing a variety of complex administrative duties.


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 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).

·       Provides assistance to judges in the management of their assigned caseloads; issues scheduling orders and notices; monitors open cases and advises the judge of cases needing attention;


·       Coordinates with Clerk of Circuit Court in processing and managing cases. Reviews clerk memos regarding the status of all open cases in the circuit;


·       Reviews and compiles information for the judges on pertinent issues regarding the status of all open cases in the circuit. Provides support to the judges for setting case status conferences when appropriate;


·       Monitors all open cases for forward progression;


·       Maintains daily, monthly and yearly statistics regarding the volume of cases handled by the program;


·       Answers phone calls, emails and correspondence from attorneys and litigants.


·       Reviews filings for completeness and compliance with all orders;


·       Prepares proper notices and orders as directed by the judges;


·       Contacts attorneys and self-represented litigants as necessary for compliance with all notices and orders issued;


·       Conforms and makes copies, addresses envelopes and sends out correspondence and orders as directed;


·       Purchases office supplies; monitors office equipment and inventory;


·       Performs all other duties assigned and articulated by the Director of Case Management.




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.