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:   March 7, 2017

Approved By:      Holly Elomina

Approved Date:   March 21, 2017



            This position provides clerical support for the Circuit Judges’ Office in Key West during a Judicial Assistant’s absence.  When a Judicial Assistant is absent, the Administrative Assistant II will be responsible only for that Judges’ office during that period. Travel to Marathon Branch Courthouse with Key West Judge.



See “Essential Duties and Responsibilities” below.



This is a significantly responsible position providing administrative and paralegal support to; and performing secretarial duties for the circuit judges assigned to the Freeman Justice Center in Key West.


The position requires a working knowledge of the rules and procedures governing the various circuit court areas including civil, felony, family law, domestic abuse and repeat violence, probate, guardianship, delinquency and dependency.  This position establishes working relationships and acts as liaison with judges' offices, court administrator's office, clerk of court, state attorney, public defender, private attorneys, state and local law enforcement agencies, bailiffs, criminal justice and social service professionals, and the media.  There is also extensive contact with the general public and pro se litigants.


Work is of a sensitive and confidential nature and contact with litigants often creates stressful work situations.  Position requires high standards of conduct and independent judgment. For continuity and accountability this position reports to the Court Administrator with regard to administrative supervision, i.e. approval of timesheets, leave, etc.  Workload and priorities are determined by each judges’ office based on an equitable schedule of time, as agreed upon by the circuit judges.  


ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.  Other duties may be assigned.


The following are not exhaustive and the omission of specific duties does not exclude them from the position if the work is related or a logical assignment to the position;


Assist in managing the judges’ court and professional calendars by coordinating and scheduling motions, pretrial conferences, trials, emergency hearings, etc.  Requires knowledge of civil, criminal, family court, juvenile court, juvenile delinquency and juvenile dependency motion practice when scheduling allotted time for hearings.  Prepare and distribute six-month calendar in conjunction with judges and all involved agencies;


Assist in the preparation and distribution of daily court dockets and review files for accuracy, format compliance and completeness prior to scheduled hearings;


Maintain dockets for Special Masters assigned to circuit civil dockets in Key West.  Review files in advance of hearings to insure pleadings and filings are complete; schedule hearings; send out Masters’ reports; keep track of ten-day period for orders and send out orders.  In-court appearance may be required;


Provide clerical support and prepare guardianship and probate files for action in Key West; prepare notices and orders; coordinate involuntary placement/treatment hearings with hospital, attorneys, and Masters;


Review files; set status conferences or case management conferences; prepare notices, orders to show cause, or notices of hearing; and prepare judgments of dismissal if appropriate;


Prepare orders in circuit criminal cases imposing judgment liens and orders establishing court costs, fees and fines imposed at time of sentencing;


Receive, convey and explain detailed information regarding circuit court procedures, policies and scheduling.  Initiate and prepare correspondence, memoranda, etc. regarding same;


Identify and screen ex parté correspondence, communications and telephone calls.  Composes routine administrative correspondence;


Pick-up and distribute circuit judges’ mail from county mail room at 500 Whitehead St. and from copy room in Freeman Justice Center;


Draft and/or edit routine correspondence; memoranda, notices, orders and other written material as directed by supervisor and Key West Circuit Judicial Assistants;


Provide general secretarial support including transcription, conforming and distributing copies of orders and judgments, file organization and maintenance, inventory and initiate orders for supplies, etc.;


Arrange all circuit senior judge assignments and travel;


Answers telephone and gives information to callers or routes call to appropriate official and places outgoing calls;


Greet visitors, ascertains nature of business, and conducts visitors to employer or appropriate person;


Assists with scheduling of courtrooms and conference rooms;


Works on special court projects as directed by supervisor;


Performs additional clerical tasks such as processing incoming mail, filing, faxing, and photocopying.




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 below 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.



High school diploma or general education degree (GED); minimum of four years of progressively responsible experience as a legal secretary or paralegal.  Exposure to civil, probate and guardianship, family law, etc. extremely important.


Knowledge of and ability to use correct English grammar, spelling, and punctuation.  Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively before groups of customers or employees of organization.


Ability of and ability to perform basis mathematical operations, bookkeeping and simple statistics.  Ability to plan and prepare budgets, reports, correspondence and charts in a variety of formats.



Ability to use a personal computer and Microsoft Products such as Microsoft 365, Outlook, Word, and Excel.



Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.



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 frequently is required to reach with hands and arms.  The employee is occasionally required to stand, walk, climb or balance and crawl under desks. The employee must occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision.



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.ey call or visit. Tip: To add keywords to your website to help with getting found on search engines, click the Pages button above and edit the page properties.