16th Judicial Circuit

Job Description


 

Job Title: Administrative Assistant III
Department:Court Administration
Reports To:Trial Court Administrator
FLSA Status:Excluded
Prepared By:Cheryl Alfonso
Prepared Date:10/18/2021
Approved By:Holly Elomina
Approved Date:01/27/2023


 

 

SUMMARY

This position within the 16th Judicial Circuit will be responsible for high level administrative, clerical and accounting/budget responsibilities in Court Administration within the Senior Judge/Magistrate and Finance divisions, as well as acting as the Administrative Assistant to the Trial Court Administrator and the receptionist for the Freeman Justice Center. 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 vendor contracts and human resources responsibilities and other similar tasks.

In addition to contacts within Court Administration workgroup, this position establishes working relationships with Judges, Judicial Assistants, Case Managers, Senior Judges, Magistrates, Probation Officers, Urinalysis Lab staff, Clerk of Court Finance department staff, State Attorney Office Victim Advocates, litigants and the general public. Contact with Judges, Senior Judges, Magistrates, Judicial Assistants and Case Managers are made to coordinate calendars, scheduling dockets and general case related information. Contacts with Clerk of Court Finance staff, Probation Officers and Urinalysis staff are to resolve issues relating to the collection of monies for services rendered, including fines/fees, cost of supervision, restitution and urinalysis tests. Contacts with the State Attorney’s Office victim advocates are to resolve and issues with contact information for victims relative to restitution ordered. Contacts with 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.
  • Works with the Senior Judges on travel arrangements, calendars, correspondence and drafting notices and conforming orders. Processes payments through the Senior Judge System and tracks and manages days used and remaining days available. Processes travel through the Statewide Travel Management System for Senior Judges, as well as manages the travel budget internally and through the reconciliation of FLAIR reports.
  • Acts as the receptionist for the Freeman Justice Center. Assists callers and visitors by routing them to the appropriate party. Handles all incoming /outgoing mail by delivering mails to the employee mail room and clerks office mail room. Performs general office duties such as filing, scanning, photocopying.
  • Works with the contractual and OPS magistrates on scheduling of magistrate services. Coordinates calendars with Judicial Assistants and Case Managers. Manages the contracts, to include reconciling and auditing monthly invoices and tracking and monitoring the budget, both internally and through the reconciliation of FLAIR reports. Monitors, tracks and manages the OPS budget, to include submitting timesheets to OSCA for OPS Magistrates and reconciling internal and FLAIR reports.
  • Manages vendor contracts for Court Reporting, Expert Witness, Meditators and Interpreter Services, to include reconciling and auditing month invoices, tracking and monitoring the budgets, both internally and through the reconciliation of FLAIR reports.
  • Prepares and edits correspondence for Trial Court Administrator, observing strict confidentiality; performs administrative and clerical tasks such as scheduling meetings, maintaining calendars, making travel arrangements and processing travel through the Statewide Travel Management System; Performs general office duties such as filing, scanning, photocopying, answering telephones, providing information and resolving issues for callers, as well as assisting callers in routing them to the appropriate employee/division, if appropriate.
  • Performs accounting functions for court supervised county programs (Monroe County Probation and Urinalysis Lab), such as reconciling credit card and check and money order payments weekly; processing restitution payments through the Clerk of Court Finance Department; works with the Clerk of Court Finance department on accuracy of reports and correcting any issues; works with Probation Officers and Urinalysis Manager to reconcile reports and resolve issues.
  • Gathers and maintains information/data to support periodic and special reports for the area of responsibility; makes copies and distributes to appropriate personnel or departments as designated.
  • 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.

MINIMUM EDUCATION AND EXPERIENCE GUIDELINES

EducationRefers 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 or a closely related social science field.

ExperienceRefers to the amount of related work experience that is recommended for entry into the position that would result in reasonable expectation that the person can perform the required tasks. Additional relevant education may substitute for the recommended experience on a year for-year basis, excluding supervisory experience.
Three years of work experience in business administration, office administration, or a related field; knowledge of the Florida State Court System; knowledge of legal terminology; proficient typing and computer skills with applications such as Microsoft Office, Word, Outlook, and Excel; knowledge of basic accounting practices and principals.

CERTIFICATION, LICENSE, AND SPECIAL REQUIREMENTS(Refers to professional, state, or federal licenses, certifications, or registrations required/desired to enter the position.)

N/A

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 RequirementsDeals 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