16th Judicial Circuit

Job Description

 

Job Title:                 Court Program Specialist (Key West)

Department:           Case Management

Reports To:             Director of Case Management

FLSA Status:          Included

Prepared By:          Victoria Duponty

Prepared Date:       November 8, 2021

Approved By:         Holly Elomina

Amended Date:      August 17, 2022

 

 

SUMMARY

 

This is significantly responsible work, performing a variety of complex administrative duties within the Case Management division of the 16th Judicial Circuit.

This position requires advanced knowledge of Family Court policies and procedures in order to provide direction and training of new and existing employees.

 

The essential function of the position within the organization is to assist judges and magistrates with the timely disposition of cases through case management,

case monitoring, and program implementation. The position is responsible for providing information to litigants and trial court staff; reviewing filings; managing

and preparing cases for court hearings; briefing judges; attending hearings and other trial court proceedings; maintaining record/filing system; training and

assisting new departmental personnel; scheduling hearings; and performing related administrative support functions.

 

In addition, this position is responsible for providing assistance to Pro Se litigants filing cases and pleadings in Family Court. The person assigned to this position

should have knowledge of civil circuit rules and procedures.

 

This position requires sensitivity to family related issues, considerable attention to detail, advanced administrative and clerical skills, and strong communication skills.

Good judgment and a knowledge of court process and filing procedures are essential. Due to the range of emotions and frustration generally associated with family

law matters, this work may involve stressful situations. Although the work is performed under the close supervision of the Family Court Coordinator, it requires

independent judgment and the consistent ability to follow the limitation of service guidelines so that the unlicensed practice of law is not performed.

 

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

 

  • Serve as point of contact for the public seeking to represent themselves in Family Court cases
  • Assist self-represented litigants with procedural questions, and problems with service of process;
  • Review of completed forms and notarization of pleadings to ensure they are in proper order;
  • Maintain records of contacts from unrepresented litigants;
  • Assist Family Court judge by responding to direct inquiries from litigants which constitute ex-parte communications;
  • Manages and prepares cases for court hearings by preparing historical summations, tabbing prior hearings, calculating child support guidelines, and provide
    corresponding cases and other documentation pertinent to the case and/or litigants.
  • Monitors and determines case status and schedules hearings; determines whether to set a case management conference or appropriate hearing, or proceeds
    without a hearing and prepares appropriate court order, notice or correspondence.
  • Prepares and maintains court dockets, attends court hearings, takes notes, composing and preparing appropriate orders based on rulings, and provides information
    to the Court as needed;
  • Make copies, address envelopes and send copies of Magistrate reports, and Family Court orders and judgments;
  • Generates mediation referrals and orders of referral for the Mediation Program;
  • Maintains daily, monthly, and yearly statistics regarding volume and types of cases handled by program; or creates and maintains record systems for efficient case
    management.
  • Assists in maintenance and evaluation of self-help program.
  • Prepare orders and judgments as directed;
  • Obtain payment histories in child support cases for the court as required;
  • Prepare child support guidelines calculations;
  • Provide appropriate referral information to community-based services as unrepresented litigants may require;
  • Purchase office supplies, monitor office equipment and inventory;
  • Performs all other duties as assigned and articulated by the Director of Case Management.

 

SUPERVISORY RESPONSIBILITIES

 

There are no supervisory responsibilities associated with this position, however, the employee is responsible for training new case managers in the Family Division,
assisting new and existing state and county funded case mangers when general procedural questions arise and coverage of daily responsibilities for case management
staff in their absence.  These duties include, but are not limited to, the following:

 

  • Attend Family Law Case Management Conferences and special set hearings and provide coverage when the Family Court Case Manager in  Middle and Upper Keys
    is unavailable;
  • Assist Case Management staff in the preparation and service of orders by providing samples of legal documents, reviewing work for accuracy and completeness and
    explaining court policies and procedures;
  • Trains and provides continuing information and assistance to co-workers as needed; reviews work as needed; and provides information to other agencies as requested. 
  • Reviews monthly Clerk of Court produced caseload lists to ensure accuracy of reported case statistics.
  • Attends and/or conducts staff and other professional meetings and conferences to exchange information.
  • Attends technical or professional seminars or conferences to improve professional skills.
  • Provides/conducts information sessions regarding family court procedures with local community resource providers.
  • Implements programs as defined by superiors to improve judicial economic efficiency and streamline court functions; evaluates information on family court programs;
    and initiatives and implements programs to enhance and improve court operations.
  • Maintains statistics and identifies events and trends that may have an impact on timely processing of cases
  • Assists the Chief Judge with coordination of Pro Bono Legal Clinics within the circuit.
  • Assists with administration and meeting deliverables of state and federal grants, including, but not limited to data collection and financial reporting.
  • Monitors and reviews new legislation, rules, and other mandates requiring procedural and/or administrative changes in legal proceedings; implements required changes.

 

QUALIFICATIONS 

 

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.

 

EDUCATION and/or EXPERIENCE

 

Bachelor’s Degree in public administration, business administration, criminal justice, psychology, or a closely related filed and one to two years related experience and/or

training is preferred; or equivalent combination of education and experience. Knowledge of court procedures is preferred. 

 

Ability to handle matters with the professional manner required of court employees.  Ability to communicate clearly both orally and in writing, with very good spelling and

writing.  Ability to handle emotionally upset, distressed, and demanding individuals with courtesy and patience.  Good listening skills.  Ability to concentrate and perform job

duties in a stressful working environment.  Ability to use a personal computer and navigate common software programs.

 

LANGUAGE SKILLS

 

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.  Ability to write reports,

business correspondence, and procedure manuals.  Ability to effectively present information and respond to questions from groups of managers, clients, customers, and

the general public.

 

 

 

MATHEMATICAL SKILLS

 

Ability to calculate figures using addition, subtraction, multiplication and division. May compute ratios, rates and percentages.

 

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.

 

CERTIFICATES, LICENSES, REGISTRATIONS

 

Notary Public or have the ability to become a Notary Public within three months.

 

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.

 

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.