COURT PROGRAM SPECIALIST II - 22011774

State of Florida•Key West, FL

24d

About The Position

The essential function of this position within the Circuit is to assist judges and magistrates in the administration and timely disposition of cases in the civil, probate, guardianship, family, domestic violence and mental health divisions through case management, case monitoring, and program implementation. The employee in this position is responsible for providing information to and interacting with judges, trial court staff, attorneys, litigants, ancillary agency staff and the general public; reviewing filings; managing and preparing cases for court hearings; attending hearings and other trial court proceedings; maintaining a record/filing system; scheduling hearings; and performing related complex administrative support functions. The employee is also responsible for reviewing time standard reports and serving the court by reviewing court files for timely progression of cases. Although the work is performed under the close supervision of the Director of Case Management, it requires independent judgment, attention to detail, consistent job performance, reliability, significant organization, excellent communication skills, and the ability to follow the limitations of service guidelines so that the unlicensed practice of law is not performed. ESSENTIAL DUTIES AND RESPONSIBILITIES: CIRCUIT CIVIL DIVISION Employees in this classification will be assigned to one or multiple divisions outlined below, but will be cross-trained in all divisions to assist when necessary. Employees may also perform other duties as assigned and articulated by the Director of Case Management. 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. Duties and responsibilities relate to cases involving civil, probate, guardianship, involuntary civil commitment of sexually violent predators, and mental health cases.

Requirements

Bachelor’s Degree in public administration, business administration, criminal justice, psychology, sociology, or a closely related field and three years of professional, administrative, analytical related experience is preferred; or equivalent combination of education and experience. Knowledge of court procedures is preferred.
A Juris Doctorate degree from an accredited law school may substitute for two years of the recommended experience.
Ability to handle matters with the professional manner required of court employees. Ability to communicate clearly both orally and in writing, with proficient spelling and grammar. Ability to concentrate and perform job duties in a stressful working environment. Ability to use a personal computer and navigate common software programs.
LANGUAGE SKILLS: 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 professionally to questions from groups of managers, clerks, clients, customers, and the general public.
MATHEMATICAL SKILLS: Ability to calculate figures using addition, subtraction, multiplication, and division. May compute ratios, rates and percentages.
REASONING ABILITY: 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.
Notary Public or be able to obtain a Notary Public Commission within three months of hire.
Valid Driver’s License in order to travel to all court facilities within the circuit.

Responsibilities

Serve as point of contact for litigants and attorneys requesting information on procedural issues, scheduling, and processing of orders for civil, probate, guardianship and mental health cases
Maintain positive interactions with judges, trial court staff, attorneys, litigants, clerks, ancillary agency staff, the general public and all other individuals involved in employee’s daily interactions to ensure a positive and productive working environment
Serve as point of contact to initiate mental health Baker Act/Marchman Act, Risk Protection Order or involuntary placement procedures once new petitions have been filed with the Clerk.
Monitor compliance with Jimmy Ryce cases and provide reports to assigned judge
Monitor and determine case status and schedule hearings; determines whether to set a case management conference or appropriate hearing or proceed without a hearing and prepare appropriate court order, notice or correspondence
Provide assistance to judges in the management of their assigned caseloads
Review and compiles information for the judges on pertinent issues regarding the status of open cases in the circuit and advises the assigned judge of cases requiring attention
Manage and prepare cases for court hearings by preparing historical summations, and provide corresponding cases and other documentation pertinent to the case and/or litigants
Prepare and maintain court dockets, attend court hearings, take notes, compose and prepare appropriate orders based on rulings, and provide information to the Court as needed
Prepare and process Reports and Recommendations for cases set in front of the General Magistrate
Serve as the point of contact for cases being heard before the General Magistrate
Coordinate the 6-month calendar dates for civil for the General Magistrate
Make copies, address envelopes, and distribute correspondence and court orders, judgments and reports as necessary
Monitor and communicate 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. Issue 15-day notices accordingly
Monitor compliance with probate 15-day Notice and set compliance hearings if necessary
Answer phone calls, emails and correspondence from litigants, attorneys and the general public regarding case status information and procedures
Prepare proper notices and orders as directed by the judges
Provide coverage for other court personnel located within the circuit when needed
Participate in councils and workgroups to exchange information, solve problems, and coordinate services.
Attend and/or conduct staff and other professional meetings to train/provide information
Maintain daily, monthly and yearly statistics regarding the volume of cases handled by the program
Perform clerical support tasks, such as correspondence; create and maintain record systems for efficient case management
Attend professional seminars or conferences to improve skills and knowledge
Perform all other duties assigned and articulated by the Director of Case Management.

Benefits

Great working environment
Growth and Development Opportunities
Medical, Dental, Vision + other supplemental insurances offered through the State of Florida
Sick + Vacation Paid Time Off
Paid Holidays
Membership with Florida State Retirement System (Pension or Investment)
State of Florida Tuition Waiver Program
Employee Assistance Program
Basic Term Life $25,000 (Free to Employee)
Free Parking
Professional development opportunities
A supportive, collegial legal environment