16th Judicial Circuit Court (Judicial Staff Assistant)

This is a significantly responsible position providing administrative and paralegal support for three circuit judges’ offices and a staff magistrate. This position also provides office coverage in Key West for circuit court Judicial Assistants on leave.

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 must always be handled with professionalism. 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.

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.

• Provide office coverage for circuit court Judicial Assistants on leave in Key West;
• Provide general administrative support including preparing, conforming and distributing copies of orders and judgments; and initiate orders for office supplies;
• Answer telephone and provide information to callers; route callers to appropriate party;
• Draft and/or edit routine correspondence; memoranda, notices, orders and other written material as directed by judges or judicial assistants;
• Work on special projects as directed by judges, judicial assistants or the Director of Case Management;
• 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.
• Assist in the preparation and distribution of daily court dockets and review dockets for accuracy, format compliance and completeness prior to scheduled hearings;
• Prepare orders in circuit criminal cases imposing judgment liens and orders establishing court costs, fees and fines imposed at time of sentencing;
• Identify and screen ex parté correspondence, communications and telephone calls. Compose routine administrative correspondence;
• Receive, convey and explain detailed information regarding circuit court procedures, policies and scheduling. Initiate and prepare correspondence, memoranda, etc. regarding same;
• Perform additional clerical tasks such as typing multi page orders, responding to e-mails, and processing incoming mail;
• Maintain dockets for the staff magistrate or special magistrates in all three courthouse locations;
• Review cases in advance of hearings before the magistrates to ensure pleadings and filings are complete;
• Distrbute magistrate reports and subsequent orders, following proper procedure for processing and distributing same.
• Prepare and coordinate mental health cases for action in Key West and Marathon; prepare notices and orders; coordinate involuntary placement/treatment hearings with hospital, attorneys, and magistrates;

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, mental health etc. is preferred.

VI.  SKILLS

LANGUAGE SKILLS: 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.

MATHEMATICAL SKILLS: Uses addition, subtraction, multiplication, and division; may compute ratios, rates, and percentages.

COMPUTER SKILLS: Ability to use a personal computer and proficient in Microsoft Products such as Microsoft 365, Outlook, Word, and Excel.

VII.  REASONING ABILITY

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. Ability to multi-task.

VIII.  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 frequently is required to reach with hands and arms. The employee is occasionally required to stand or walk. The employee must occasionally lift and/or move up to 10 pounds.

IX.  WORK ENVIRONMENT

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.