Position Information

Essential Duties and Responsibilities:

(See examples of typical essential functions for this position listed below. Employees with this classification title may perform some or similar but not necessarily all the functions listed; employees with this title may also perform other assigned functions not listed here.)

• Provides administrative and organizational support for the general magistrate’s caseload including ADA requests and interpreter requests;
• Provides telephone coverage for Judges’ Offices as necessary;
• Researches information on hearing dates and schedules and coordinates motions and hearings with case management staff in order to prepare, maintain and distribute dockets for the general magistrate;
• Prepares, edits and reviews correspondence, memoranda, emails and other documents;
• Attends hearing, and pretrial and case management conferences to assist with scheduling or trial or hearings, and managing docket.
• Coordinates and communicates with attorneys, pro-se litigants, the general public, court and clerk staff regarding various inquiries, scheduling conflicts and other case-related issues;
• Communicates with judges, judicial assistants, court employees, public and private attorneys and their staff, pro se litigants, deputy clerks of court, court security deputies, other government agency employees and the general public in order to efficiently perform assigned administrative duties.
• Performs routine administrative tasks such as reviewing, distributing and responding to incoming mail and emails; answering telephone calls and routing them to the appropriate parties; faxing, scanning, and photocopying;
• Attends monthly staff meetings with case management staff and in-house circuitwide training events;
• Attends technical or professional workshops, seminars and training events throughout the state to improve professional skills.

MINIMUM EDUCATION AND EXPERIENCE GUIDELINES

Education

Refers to job-specific training and education that is recommended for entry into the position. Additional relevant experience may substitute for the recommended educational level on a year-for-year basis.

High school diploma or GED and two years of college or vocational school education in paralegal, secretarial skills, computer operations, or a closely related field.

Experience

Refers to the amount of related work experience that is recommended for entry into the position that would result in reasonable expectation that the person can perform the required tasks. Additional relevant education may substitute for the recommended experience on a year-for-year basis, excluding supervisory experience.

Two years of related work experience.  

SUPERVISORY RESPONSIBILITIES

This position has no supervisory responsibilities.

COMPETENCIES/RESPONSIBLITIES

Refers to information, knowledge, and conceptions obtained by observation, investigation, interpretation, visualization, and mental creation. Data are intangible and include numbers, words, symbols, ideas, concepts, and oral verbalizations. 

Copies, transcribes, enters, or posts data or information; compiles, examines or evaluates data or information.  

Assets Responsibility

Refers to the responsibility for achieving economies or preventing loss within the organization.

Requires minimum responsibility for only small quantities of low-cost items or supplies where opportunities for achieving economies or preventing loss are negligible.

Mathematical Requirements

Deals with quantities, magnitudes, and forms and their relationships and attributes by the use of numbers and symbols.

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

Communications Requirements

Involves the ability to read, write, and speak.

The employee must be proficient in the English language.  Ability to communicate effectively.  The employee must be able to understand basic legal documents and terminology.

Reads journals and manuals; composes specialized reports and business letters using proper format and grammar; speaks to groups of coworkers and people outside the organization. 

Complexity of Work

Addresses the analysis, initiative, ingenuity, creativity, and concentration required by the position and the presence of any unusual pressures. 

Performs coordinating work involving guidelines and rules with constant problem solving;  requires continuous, close attention for accurate results or frequent exposure to unusual  pressure.

Impact of Decisions/Errors

Refers to consequences such as damage to property, loss of data or property, exposure of the organization to legal liability, or injury or death to individuals.

The employee must be able to coordinate multiple tasks, be highly organized, and sit for long periods of time.   

COMPUTER SKILLS AND EQUIPMENT

Refers to the ability to effectively operate a personal computer, standard office equipment, and other tangible work-related tools used to perform assigned job duties. This includes proficiency with computer software, Microsoft Office applications, and circuit-specific software, as well as the proper use of machines, tools, equipment, work aids, and other office technology.

Hardware–Personal computer, multifunction copier/printer/scanner/fax machine, IP telephone, postage machine, and any other office machine or tool.

Ability to use a personal computer and software–ICMS, Odyssey, Zoom, Adobe, and Microsoft products such as Outlook, Word, Excel, Teams, and SharePoint. The employee must be proficient in Microsoft Word and become proficient with circuit-specific software applications.

Safety of Others

Refers to the responsibility for other people’s safety, either inherent in the job or to assure the safety of the general public.

Requires responsibility for the safety and health of others and for occasional enforcement of the laws and standards of public health and safety.

CERTIFICATES, LICENSES, REGISTRATIONS

A valid Florida Driver’s license is required for needed travel.

WORK ENVIRONMENT/PHYSICAL DEMANDS

The work environment characteristics and physical demands described below are representative of those employees encounter and must meet while performing the essential functions of this position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform these essential functions.

The noise level in the work environment is usually moderate. Employees must have the ability to sit for extended periods of time.

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 duties listed are intended only as illustrations of the various types of work that may be performed. 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.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. 

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities. 

The 16^th Judicial Circuit has the right to revise this class specification at any time. This description does not represent in any way a contract of employment.

EFFECTIVE: 10/21/2026