I. SUMMARY
The essential function of this position within the Circuit is to assist judges and magistrates in the administration and timely disposition of cases in the civil, probate, guardianship, family, domestic violence and mental health divisions through case management, case monitoring, and program implementation. The employee in this position is responsible for providing information to and interacting with judges, trial court staff, attorneys, litigants, ancillary agency staff and the general public; reviewing filings; managing and preparing cases for court hearings; attending hearings and other trial court proceedings; maintaining a record/filing system; scheduling hearings; and performing related complex administrative support functions. The employee is also responsible for reviewing time standard reports and serving the court by reviewing court files for timely progression of cases. Although the work is performed under the close supervision of the Director of Case Management, it requires independent judgment, attention to detail, consistent job performance, reliability, significant organization, excellent communication skills and the ability to follow the limitation of service guidelines so that the unlicensed practice of law is not performed.
II. ESSENTIAL DUTIES AND RESPONSIBILITIES
Employees in this classification will be assigned to one or multiple divisions outlined below, but will be cross-trained in all divisions to assist when necessary. Employees may also perform other duties as assigned and articulated by the Director of Case Management. 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.
Domestic Violence: Duties and responsibilities relate to domestic violence, repeat violence, dating violence, sexual violence and stalking Injunctions for Protection filed in the Family Court division. Duties and Responsibilities:
- Serve as point of contact to initiate injunction procedure after an injunction for protection has been filed with the Clerk and coordinates with the duty judge in obtaining an initial ruling on a temporary injunction;
- Maintain positive interactions with judges, trial court staff, attorneys, litigants, clerks, ancillary agency staff, the general public and all other individuals involved in employee’s daily interactions to ensure a positive and productive working environment;
- Prepare temporary injunction for protection orders, orders setting hearing, orders of extension, dismissals and final judgments for the Court;
- Review related cases, both open and closed, to insure that court orders do not conflict;
- Obtain case related information to assist the judge, including the number and nature of collateral cases affecting the parties as maintained by the Clerk of Court, background information from local law enforcement records and the FCIC/NCIC, as well as Guardian ad Litem and DCF involvement with the children and family;
- Prepare cases for court hearings by providing information on related cases, historical summaries, NCIC/FCIC background checks on Respondent, and other documentation/information pertinent to the case and/or litigants;
- Attend injunction for protection docket hearings and provides necessary orders to the Judge to reflect their ruling;
- Prepare notices and schedule hearings in contempt proceedings for non-compliance with court orders;
- Screen and schedule motions for modification of injunctions and prepare hearing notices and amended orders as needed;
- Answer calls, emails and correspondence from litigants, attorneys and the general public regarding case status information, procedures, and information on community agencies;
- Track related criminal battery cases from arrest to disposition and monitor the movement of the cases in order to report to the presiding judge in the injunction case;
- Provide coverage for other family court personnel located within the circuit when needed;
- Develop and implement case management policies in coordination with the presiding judge(s);
- Monitor and review new legislation, rules and other mandates requiring procedural and/or administrative changes in legal proceedings and implement required changes;
- Maintain daily, monthly and yearly statistics regarding the volume of cases handled by the program;
- Maintain library of brochures and pamphlets/information for litigants;
- Attend technical or professional seminars or conferences to improve professional skills;
- Participate in councils or workgroups to exchange information, solve problems, and coordinate services;
- Attend and/or conduct staff and other professional meetings to train/provide information;
- Obtain and maintain NCIC/FCIC certification.
Family Court/Pro se Self-Help: Duties and responsibilities relate to Dissolution of Marriage, Paternity, Name Change, Adoption and other case types filed within the Family Court division. Duties and Responsibilities: - Serve as point of contact for the public seeking to represent themselves in Family Court cases;
- Maintain positive interactions with judges, trial court staff, attorneys, litigants, clerks, ancillary agency staff, the general public and all other individuals involved in employee’s daily interactions to ensure a positive and productive working environment;
- Provide direction to self-help represented litigants on where to obtain the appropriate legal pleading forms;
- Review completed forms and notarize pleadings to ensure they are in proper order;
- Assist Family Court Judge by responding to direct inquiries from litigants;
- Review case files and pleadings for sufficiency and compliance with Florida Family Laws of Procedure and local court rules; monitor and track cases; and provide follow-up on cases requiring activity by a certain date;
- Monitor and determine case status and schedule hearings; determine whether to set a case management conference or appropriate hearing or proceed without a hearing and prepare appropriate court order, notice or correspondence.
- Manage and prepare cases for court hearings by preparing historical summations, calculating child support guidelines, and provide corresponding cases and other documentation pertinent to the case and/or litigants.
- Prepare and maintain court dockets, attend court hearings, take notes, compose and prepare appropriate orders based on rulings, and provide information to the Court as needed;
- Prepare and process Reports and Recommendations for cases set in front of the General Magistrate;
- Serve as the point of contact for cases being heard before the General Magistrate;
- Maintain daily, monthly statistics regarding volume and types of cases handled by the program;
- Answer calls, emails and correspondence from litigants, attorneys and the general public regarding case status information and procedures;
- Make copies, address envelopes and distribute correspondence and court orders, judgments and reports as necessary;
- Obtain payment histories for child support cases for the court as required;
- Prepare child support guidelines calculations as necessary;
- Provide appropriate referral information to community-based services as unrepresented litigants may require;
- Provide coverage for other court personnel located within the circuit when needed;
- Implement case management policies in coordination with the presiding judge(s) and the Director of Case Management;
- Attend conferences and/or seminars to improve professional skills;
- Participate in councils and workgroups to exchange information, solve problems, and coordinate services.
- Attend and/or conduct staff and other professional meetings to train/provide information;
- Perform all other duties as assigned and articulated by the Director of Case Management.
Civil/Probate/Guardianship/Mental Health: Duties and responsibilities relate to cases involving civil, probate, guardianship, involuntary civil commitment of sexually violent predators, and mental health cases. Duties and Responsibilities: - Serve as point of contact for litigants and attorneys requesting information on procedural issues, scheduling, and processing of orders for civil, probate, guardianship and mental health cases;
- Maintain positive interactions with judges, trial court staff, attorneys, litigants, clerks, ancillary agency staff, the general public and all other individuals involved in employee’s daily interactions to ensure a positive and productive working environment;
- Serve as point of contact to initiate mental health Baker Act/Marchman Act, Risk Protection Order or involuntary placement procedures once new petitions have been filed with the Clerk.
- Monitor compliance with Jimmy Ryce cases and provide reports to assigned judge;
- Monitor and determine case status and schedule hearings; determines whether to set a case management conference or appropriate hearing or proceed without a hearing and prepare appropriate court order, notice or correspondence;
- Provide assistance to judges in the management of their assigned caseloads;
- Review and compiles information for the judges on pertinent issues regarding the status of open cases in the circuit and advises the assigned judge of cases requiring attention;
- Manage and prepare cases for court hearings by preparing historical summations, and provide corresponding cases and other documentation pertinent to the case and/or litigants;
- Prepare and maintain court dockets, attend court hearings, take notes, compose and prepare appropriate orders based on rulings, and provide information to the Court as needed;
- Prepare and process Reports and Recommendations for cases set in front of the General Magistrate;
- Serve as the point of contact for cases being heard before the General Magistrate;
- Coordinate the 6-month calendar dates for civil for the General Magistrate;
- Make copies, address envelopes, and distribute correspondence and court orders, judgments and reports as necessary;
- Monitor and communicate with the Clerk of Court regarding the issuance of Clerk’s Memorandums to the Judge in probate cases that are in violation of time standards. Issue 15-day notices accordingly;
- Monitor compliance with probate 15-day Notice and set compliance hearings if necessary;
- Answer phone calls, emails and correspondence from litigants, attorneys and the general public regarding case status information and procedures;
- Prepare proper notices and orders as directed by the judges;
- Provide coverage for other court personnel located within the circuit when needed;
- Participate in councils and workgroups to exchange information, solve problems, and coordinate services.
- Attend and/or conduct staff and other professional meetings to train/provide information;
- Maintain daily, monthly and yearly statistics regarding the volume of cases handled by the program;
- Perform clerical support tasks, such as correspondence; create and maintain record systems for efficient case management;
- Attend professional seminars or conferences to improve skills and knowledge;
- Perform all other duties assigned and articulated by the Director of Case Management.
III. SUPERVISORY RESPONSIBILITIES:
NONE.
IV. 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.
V. EDUCATION and/or EXPERIENCE:
Bachelor’s Degree in public administration, business administration, criminal justice, psychology, sociology, or a closely related field and three years of professional, administrative, analytical related experience is preferred; or equivalent combination of education and experience. Knowledge of court procedures is preferred. A Juris Doctorate degree from an accredited law school may substitute for two years of the recommended experience. Ability to handle matters with the professional manner required of court employees. Ability to communicate clearly both orally and in writing, with proficient spelling and grammar. Ability to concentrate and perform job duties in a stressful working environment. Ability to use a personal computer and navigate common software programs.
VI. SKILLS
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 professionally to questions from groups of managers, clerks, 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.
VII. CERTIFICATIONS, LICENSES, REGULATIONS;
Notary Public or be able to obtain Notary Public Commission within three months of hire. Valid Driver’s License in order to travel to all court facilities within the circuit. For Domestic Violence Case Managers only—the ability to obtain FCIC/NCIC certification during the first month of employment with the Circuit.
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 is occasionally required to walk and reach with hands and arms. 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.
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