ADMINISTRATIVE ASSISTANT I - 22012277

Requisition No: 838877 

Agency: State Courts System

Working Title: ADMINISTRATIVE ASSISTANT I - 22012277

 Pay Plan: State Courts System

Position Number: 22012277 

Salary:  $17.58 per hour 

Posting Closing Date: 10/18/2024 

Total Compensation Estimator Tool

ADMINISTRATIVE OFFICE OF THE COURTS
JOB ANNOUNCEMENT

Eleventh Judicial Circuit of Florida

HOURLY RATE: $17.58 

OPENING DATE: 10/04/2024

CLOSING DATE: 10/18/2024 11:59 PM Eastern

Applicants interested in the position should also submit an online application and a resume on the Eleventh Judicial Circuit of Florida's website.  To apply for the position, please visit: https://www.governmentjobs.com/careers/jud11flcourts 

Hourly rate is non-negotiable. The successful candidate will be hired at the minimum salary.
 

This position is specialized legal secretarial and clerical work requiring complete familiarity with legal terminology, forms and procedures. Work is of a sensitive and confidential nature. An individual in this position is responsible for providing organizational, secretarial, and administrative support for a Magistrate, Hearing Officer, Senior Judge in the General Magistrates Division, and Child Support Enforcement Unit. Work includes utilizing a full range of modern secretarial skills to perform secretarial duties; answering the telephone, greeting and assisting people at the office, operation of personal computers, and other office equipment. Work requires the exercise of considerable initiative, independent judgment, discretion in screening calls and visitors, reviewing and responding to correspondence, and disposing requests for information.

The working schedule for this position is Monday through Friday, from 8:00 a.m. to 12:00 p.m. or Monday through Friday, from 1:00 p.m. to 5:00 p.m.

Responsibilities

• Screens telephone calls and visitors for the Child Support Enforcement Unit; provides information, resolves issues, directs callers/visitors to proper personnel, or takes messages.
• Composes and types correspondence, lists, memoranda, reports, e-mails, and other documents observing strict confidentiality; organizes documents for filing; prepares compensation and travel vouchers.
• Prepares documents for Hearing Officers, including orders and reports, and provides updates pertaining to appointments and meetings; and prepares calendars.
• Prepares travel authorization request forms (TAR) and travel reimbursement forms in accordance with State of Florida and State Courts System policy.
• Schedules hearings, including preparing and setting calendar; contacts interested parties; prepares orders and answers telephone calls regarding hearings; coordinates senior judges, magistrates, and hearing officers schedule for hearings and trials.
• Reviews motions for the transfer and consolidation of cases and sets up new incoming cases; cite-checks case law on all memoranda; tracks all files in and out of office; pulls prior cases on new files; and files all pleadings.
• Maintains working relationships with judges, court personnel, state and local government staff, vendors and the general public.
• Interacts with attorneys, litigants and the State Attorney's Office to resolve problems such as scheduling conflicts or other case-related issues.
• Collects processes and distributes transcript requests, and ensures delivery, filing, maintenance/archiving of same in accordance with established guidelines and procedures.
• Documents, records and processes incoming correspondence; and generates invoices for transcripts.
• Coordinates, schedules, prepares notices of hearing for interested parties, and for closed cases no longer being handled by the Department of Revenue.
• Prepares purchase requisitions, orders supplies and equipment, and maintains property records.
• Gathers information/data to support periodic and special reports for the area of responsibility.
• Performs clerical tasks such as data entry; faxing; photocopying; reviews, distributes and responds to incoming mail; and maintains files and records.
• May conduct limited case law research on statues.
• Attends staff meetings to exchange information; and attends technical or professional classes, workshops or seminars to improve technical or professional skills.
• Assists in preparing and maintaining court calendars.
• Performs related work as required.

Qualifications

• Bachelor's degree from an accredited college or university.
• One (1) year of experience in business administration, legal secretarial or paralegal work.

Knowledge, Skills and Abilities (KSAs):

• Knowledge of the organization, operation, function, and jurisdiction of the court of assignment.
• Knowledge of modern office practices and procedure.
• Proficient in business English, grammar, spelling, and punctuation.
• Thorough knowledge of legal secretarial practices and procedures.
• Ability to communicate effectively in writing and orally.
• Ability to understand and follow oral and written instructions.
• Ability to make work decisions in accordance with laws, regulations, and departmental policies and procedures.
• Ability to accurately maintain a variety of complex records.
• Ability to establish and maintain effective working relationships with the judiciary, court administration personnel, and other private and public agency staff.
• Ability to work with minimal supervision and recognize and establish work priorities.
• Ability to handle sensitive matters with integrity and confidentiality.
• Ability to work effectively with the public and handle individuals who are under stress with courtesy, tact and patience.
• Proficient in Microsoft Office Suites, to include, but not limited to Outlook, Word, Excel.
• Ability to complete data entry and retrieve information.
• Bilingual in English/Spanish or English/Creole preferred.

• Work involves the ability to read, write and speak fluently in English. The individual in this position will read journals and manuals; compose reports and business letters using proper format and grammar; and will speak to groups of people within and outside of the organization.

Working Conditions:

• Moderate noise; business office setting.

• Work involves a significant amount of standing, walking, sitting, talking, listening, balancing, stooping, and reaching with hands and arms; must be able to transfer up to 10 pounds.

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.

The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.