16th Judicial Circuit
Job Description


Job Title:  Court Program Specialist II (Civil and Probate and Case Manager)
Department: Case Management
Reports To: Director of Case Management
Prepared By: Victoria Duponty
Prepared Date: 03/06/2023
Approved By: Trial Court Administrator, Holly Elomina
Approved Date:03/06/2023

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 case management for circuit civil and probate cases filed in the upper keys as well as other duties assigned by the Director of Case Management. Duties include 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. The position is responsible for collecting and reporting on case/program data and maintaining databases as needed. The position works under the general supervision of the Director of Case Management and is located at the Plantation Key Courthouse.

The person assigned to this position should have a general knowledge of circuit, and probate rules and procedures. This position requires considerable attention to detail, administrative and clerical skills, and strong communication skills. Good judgment and knowledge of court process and filing procedures are essential. Although the work is performed under the close supervision of the Director of Case Management, it requires independent judgment and the consistent ability to keep the cases moving in a forward progression.

The 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).
  • Serves as point of contact for litigants and attorneys requesting information on procedural issues, scheduling, and processing of orders.
  • 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.
  • Provides assistance to judges in the management of their assigned caseloads.
  • Reviews and compiles information for the judges on pertinent issues regarding the status of all open cases in the circuit and advises the judge of cases requiring attention.
  • Manages and prepares cases for court hearings by preparing historical summations, tabbing prior hearings, and provide corresponding cases and other documentation pertinent to the case and/or litigants.
  • Schedules, maintains, and sends out judges and magistrate open motion calendars.
  • Prepares and processes Reports and Recommendations for cases set in front of the General Magistrate.
  • Serves as the point of contact for cases being heard before the General Magistrate.
  • Coordinates the 6-month calendar dates for civil for the General Magistrate.
  • Makes copies, addresses envelopes, and distributes correspondence and court orders, judgments and reports as necessary.
  • Prepare proper notices and orders in those cases where no record activity has occurred in the cases for 10 months pursuant to Florida Rules of Civil Procedure.
  • Prepare scheduling orders on all civil cases and monitor each case for compliance.
  • Monitors and communicates 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. Issues 15-day notices accordingly.
  • Monitors compliance with probate 15-day Notice and sets compliance hearings if necessary.
  • Maintains daily, monthly and yearly statistics regarding the volume of cases handled by the program.
  • Answers phone calls, emails and correspondence from attorneys and litigants.
  • Prepares proper notices and orders as directed by the judges.
  • Trains and provides information and assistance to other coworkers or new staff.
  • Participates in local probate and guardianship quarterly workshop.
  • Performs clerical support tasks, such as preparing orders, documents, files, forms and correspondence; creates and maintains record systems for efficient case management; provides office coverage.
  • Attends professional seminars or conferences to improve skills and knowledge.
  • Purchases office supplies; monitors office equipment and inventory.
  • Performs all other duties assigned and articulated by the Director of Case Management.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed herein 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 Refers to job specific training and education that is recommended for entry into the position.

Bachelor’s degree in public administration, business administration, criminal justice, psychology, sociology, or a closely related field.

Three years of professional, administrative, analytical related work experience. Additional relevant experience may substitute for the recommended educational level on a year-for-year basis.

A Juris Doctorate degree from an accredited law school may substitute for two years of the recommended experience.

Refers to professional, state, or federal licenses, certifications, or registrations required/desired to enter the position.


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.

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

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.

There are no certificates, licenses or registration requirements associated with this position.

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.

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.