16th Judicial Circuit

Job Description


Job Title:             Administrative Assistant II
Department:       Court Administration
FLSA Status:      Included
Prepared By:      Cheryl Alfonso
Prepared Date:   March 7, 2017
Approved By:      Holly Elomina
Approved Date:   March 21, 2017
Amended By:      Holly Elomina,
Amended Date:   August 31, 2021


This is a significantly responsible position providing administrative and paralegal support for three circuit judges’ offices at 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 a liaison with judges' offices, court
administrator's office, Monroe County Clerk of Court, State Attorney’s Office, Office of the Public Defender, private attorneys, state and local law enforcement agencies,
court deputies, and social service professionals. 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, independent
judgment and the ability to juggle multiple tasks. 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; Duties assigned will vary based on the particular need of each individual judge’s office.

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 Magistrates in Key West. Review files in advance of hearings to ensure pleadings and filings are complete; schedule hearings; send out
magistrate reports and subsequent orders, following proper procedure for processing and distributing same.

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 magistrates;

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. Compose routine administrative correspondence;

Draft and/or edit routine correspondence; memoranda, notices, orders and other written material as directed by judges or judicial assistants;

Provide general administrative support including preparing, conforming and distributing copies of orders and judgments; file organization and maintenance; and initiate orders for
office supplies;

Answer telephone and provide information to callers; route callers to appropriate party;

Assist with scheduling of courtrooms and conference rooms;

Work on special court projects as directed by judges or judicial assistants;

Perform 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 three 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 basic mathematical operations, bookkeeping and simple statistics.

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. Ability to multi-task.

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.