Goverment Jobs
Published
April 26, 2019
Location
Florida
Category
Job Type

Description

Description

KEY REQUIREMENTS

  • Any combination of job specific training and experience equivalent to graduation from high school or a GED
  • Must have a minimum of three years of secretarial and/or clerical experience
  • Experience in the area of family law is preferred
  • Knowledge of Family / Civil court practices and procedures
  • Knowledge of computer applications, including but not limited to: Showcase, Microsoft Word, Outlook, Power Point, and Excel
  • Ability to organize routine workflow and sets priorities

SUMMARY

The Administrative Secretary II is a responsible position that performs complex, high-level clerical duties to support the Magistrate's Office; and is responsible for scheduling, case coordination, case research and preparation, and docket management. The Administrative Secretary II is responsible for handling a high volume of cases and case inquiries and must be able to handle a multi-line telephone system and perform general office duties. A thorough knowledge of family and civil law practices, procedures, court forms and legal terminology is necessary. The Administrative Secretary II must be able to assist the Magistrate team with conducting document review, preparation of court reports and referrals, and completion of court orders. The Administrative Secretary II uses the guiding principles of differentiated case management (DCM) to calendar case events and progress cases within the court system in a timely and efficient manner. This position is part of a Unified Family Court team and must be able to work well under pressure, communicate clearly, and work well with the judiciary, court employees and self-represented parties. The Administrative Secretary II is required to track and maintain statistical reports. Work is performed with general supervision by the Civil/Family Division Director and Magistrates. Work performance is evaluated by accuracy and efficiency of work provided, timeliness of duties, and by feedback from the public and other agencies. A variety of working relationships are established with court personnel, judges, non-judicial officers, vendors, judicial assistants, and the general public.

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

Examples of Duties

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.

(1) Administrative Support

  • Perform administrative and support services for the Magistrates to meet court performance standards and goals
  • Utilize differentiated case management techniques for scheduling case events
  • Type and prepare documents, orders, reports, referrals 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
  • Organize internal workflow process
  • Retrieve and return court files
  • Compile statistical information, enter data, and prepare reports
  • Type letters, memos, and documents

(2) Docket Management

  • Conduct case research and prepare court files
  • Schedule case events, hearings and trials
  • Coordinate and schedule meetings
  • Prepare and distribute court dockets
  • Coordinate hearing room location
  • Maintain Magistrates' calendar

(3) Customer Service Functions

  • 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 and attorneys, in person and phone
  • Assist case management teams

(4) Other Duties Assigned

  • Other administrative responsibilities and duties as assigned by the Civil / Family Division Director which may include civil and family case management; mediation support and dependency court.
Typical Qualifications

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:

  • Family / Civil court practices and procedures
  • Family court forms and legal terminology
  • Differentiated case management techniques
  • Local, state, and federal guidelines, rules, regulations, and statutes as they pertain to family court and self- represented litigants
  • Basis structure of the Courts and Criminal Justice System
  • Court procedures and understanding of basic legal language
  • Basic mathematics and simple statistics
  • Standard office procedures
  • Computer applications, including but not limited to: Showcase, Microsoft Word, Outlook, Power Point, and Excel
  • Court programs and community resources used in the Twentieth Judicial Circuit
  • Courtroom procedures and policies

Ability to:

  • Exhibit sound judgment, work well under pressure and meet established timelines and goals
  • Work in a team environment and provide assistance with court duties and team coverage when needed
  • Deal professionally with the courts, attorneys and self-represented population
  • Provide excellent customer service and maintain a pleasant demeanor in stressful situations
  • Maintain calendars for multiple Magistrates
  • Compile information and compose summary reports
  • Organize routine workflow and sets priorities
  • Order supplies and monitor inventory
  • Monitor case progress and outcomes
  • 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 local law enforcement, judges, and community resources
  • Schedule case events and maintain court calendars
  • Compile statistical information
  • Compose summaries and reports in a clear and concise manner
  • Type 40 correct words per minute (cwpm); 45 cwpm preferred
  • 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
Supplemental Information

EDUCATION and/or EXPERIENCE

  • Any combination of job specific training and experience equivalent to graduation from high school or a GED.
  • Must have a minimum of three years of secretarial and/or clerical experience.
  • Experience in the area of family law is preferred.

CERTIFICATES, LICENSES, REGISTRATIONS
None

SUPERVISORY RESPONSIBILITIES
None

01
Please type your First & Last Name below.

    02
    The information provided in your application must support your selected answers in the supplemental questions, which may be used as a scored evaluation of your knowledge, skills and experience. The information you provide will be verified and documentation may be required. Please be as honest and accurate as possible. You may be asked to demonstrate your knowledge and skills in a work sample or during an interview. By completing this supplemental questionnaire you are attesting that the information you have provided is accurate. Any information you provide may be reviewed by the selection recommendation committee. Any misstatements, omissions, or falsification of information may eliminate you from consideration or result in dismissal. "See Resume" or "N/A" is not an acceptable answer to the questions.

    • Yes, I understand and agree
    • No, I do not agree
    03
    Which best describes your highest level of education?

    • High School or GED
    • Vocational Certificate
    • Some College
    • Associate's Degree
    • Bachelor's Degree
    • Master's Degree
    • Doctoral Degree
    • None of the above
    04
    How many years of secretarial and/or clerical experience do you have?

    • Less than three years
    • Three years to less than four years
    • Four years to less than five years
    • Five years or more
    • No experience
    05
    If you indicated having three or more years of secretarial and/or clerical experience, please describe in detail where and how you gained this experience. The information provided must also be reflected in your application. 'See resume' is not an acceptable answer. If you do not have this experience, please indicate 'Does not apply.'

      06
      Do you have experience in the area of family law? If so, please describe in detail where and how you acquired this experience. The information provided must also be reflected in your application. 'See resume' is not an acceptable answer. If you do not have this experience, please indicate 'Does not apply.'

        07
        Do you have knowledge of differentiated case management and Unified Family Court practices in Florida? The information provided must also be reflected in your application. 'See resume' is not an acceptable answer. If you do not have this knowledge, please indicate 'Does not apply.'

          08
          Do you have experience with case scheduling and docket management? If so, please describe in detail where and how you gained this experience. The information provided must also be reflected in your application. 'See resume' is not an acceptable answer. If you do not have this experience, please indicate 'Does not apply.'

            09
            Are you able to type the required minimum of 40 correct words per minute with or without an ADA accommodation? *ADA accommodation requests may be made by contacting the Chief of Personnel Services at 239-533-1705 or by sending an email to [email protected] to make the applicable request within a reasonable amount of time which would allow for such request to be considered prior to the scheduled event.

            • Yes
            • No
            10
            What computer programs and databases are you proficient in? Please check all that apply:

            • Collier County Clerk of Courts System (Showcase)
            • JACS (Judicial Automated Calendaring System)
            • United Family Court (UFC)
            • Microsoft Office Products
            • None of the above
            11
            Which one of the following best describes your highest level of Microsoft Word proficiency?

            • BASIC: Create new documents, open and edit existing documents, format characters and paragraphs, create and edit tables, modify page layout, and use auto-correct tool
            • INTERMEDIATE: Insert and delete a section break in a document, format tables, paste a table from Excel into a document, work with columns, use graphics, create document templates, and work with styles
            • ADVANCED: Manage data, work with Pivot tables and Pivot charts, use analytical add-ins, create a new conditional formatting rule, create a group or outline of data in a worksheet, and create and modify a macro command
            • I do not have enough skills to meet the definition of Basic level
            12
            Which of the following basic Outlook functions are you proficient in? Please check all that apply:

            • Perform basic email tasks
            • Manage contacts
            • Configure and organize Outlook
            • Manage tasks
            • Manage calendar
            • Manage appointments and events
            • Manage meetings
            • None of the above
            13
            Which of the following best describes your highest level of Microsoft Excel Proficiency?

            • BASIC: Create basic worksheets; create basic formulas; use basic functions; modify and format a worksheet; print workbooks.
            • INTERMEDIATE: Use advanced formulas; organize tables and worksheets; create and modify charts; analyze data using Pivot tables and Pivot charts; insert and modify graphic objects in a worksheet.
            • ADVANCED: Create and edit macros; conditional formatting; apply data validation criteria; able to protect, share and merge files; trace cells and troubleshoot formula errors; uses data lists outline; consolidate date and link workbooks; export and import text files and XML data; import data from the web and create queries; analyze data using trend line, spark lines, and scenarios.
            • I do not have enough skills to meet the definition of the Basic level.

            * Required Question

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