Administrative Assistant I (Charlotte County Job Fort Myers area,Florida USA,Administrative/Clerical

Position: Administrative Assistant I (Charlotte County)

SUMMARY

This is responsible work performing a variety of secretarial, administrative, and clerical duties for the Civil and Family Case Management Team in the Civil Division for the Twentieth Judicial Circuit. The Administrative Assistant I assists Case Managers with scheduling, coordination, case research, and docket preparation. This position prepares files, forms, and assists customers utilizing various means of communication. This position tracks and maintains statistical reports and correspondence, and types documents using a personal computer.

A variety of working relationships are established with state courts system personnel, judges and non-judicial officers, attorneys and the general public. This position requires a working knowledge of Florida Rules of Civil Procedures and FLA Statutes as it relates to same. The Administrative Assistant I works independently and as a team
* member and must exercise discretion in dealing with confidential and sensitive information. Work is performed under limited supervision of Program Coordinator/Supervisor and Civil Division Director.

Primary responsibilities of an Administrative Assistant I include the following: (1) Administrative Support (2) Docket Management (3) Customer Service (4) Other Duties Assigned

ESSENTIAL DUTIES AND RESPONSIBILITIES

Administrative Support

Perform administrative and support services for the Civil and Family Case Management Team to meet court performance standards and goals
Type and prepare documents, orders, reports and other related paperwork
Conduct document review, monitor case status and perform case research
Perform mail support functions including: conduct mail run sort mail, distribute mail, disseminate faxes
Process all the Returned Mail and update the address information in computer program
Type letters, memos, and documents
Update notes to Excel Spreadsheet

Docket Management

Conduct case research, docket review, and updates
Coordinate and schedule case hearings
Coordinate and schedule meetings

Customer Service Functions

Assist as needed to the Mediation Coordinator
Answer a multi-line phone system and assist a high volume of case inquiries
Provide case information and general information on court process and procedures
Assist litigants, attorneys, and internal customers/team member in person and by phone
Assist case management team with case information

Other Duties Assigned

Other administrative responsibilities and duties as assigned

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this document 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.

Knowledge of

Civil court forms and legal terminology
Local, state, and federal guidelines, rules, regulations, and statutes as they pertain to Civil court
Basic structure of the Courts System
Basic mathematics and simple statistics
Microsoft Excel
Standard office procedures
Computer applications, including but not limited to:
Microsoft Word and Outlook

Ability to

Exhibit sound judgment, work well under pressure and meet established timelines and goals
Work in a team environment
Provide excellent customer service and maintain a pleasant demeanor in stressful situations
Compile information and compose summary reports
Organize routine workflow and sets priorities
Effectively use time management skills
Quickly learn computer applications
Communicate thoughts and ideas effectively and clearly
Develop and maintain effective working relationships with others
Adapt behavior or work methods in response to new information, changing conditions, or unexpected obstacles
Show understanding, friendliness, courtesy, tact, empathy, concern and politeness to others
Effectively interpret general policy, criteria and procedures for specific situations
Efficiently use computer skills
Perform general office and administrative support duties
Follow written and verbal instructions and procedures
Develop good working relationships with, judges, attorneys and community resources
Provide effective, accurate, professional, polite, friendly, and prompt customer service to the public and other agency personnel, AOC employees, and the Judiciary
Maintain consistent and regular attendance, which is required
Ability to type 35 wpm

EDUCATION and/or EXPERIENCE

A Bachelor’s degree from an accredited college or university (additional relevant experience may substitute for the recommended educational level on a year-for-year basis)
One year of professional working administrative/secretarial experience in the Florida State Court System or in the legal field preferred

CERTIFICATES, LICENSES, REGISTRATIONS

None

SUPERVISORY RESPONSIBILITIES

None

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