16th Judicial Circuit
|Job Title:||Administrative Assistant III|
|Reports To:||Trial Court Administrator|
|Prepared By:||Cheryl Alfonso|
|Approved By:||Holly Elomina|
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.
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.)
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.
Refers to individuals who have contact with or are influenced by the position.
There are no supervisory responsibilities associated with this position.
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.
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.
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.
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.