Digital Court Services Representative

Okaloosa County Clerk of Courts•Crestview, FL

About The Position

This position performs technical clerical work and provides administrative support in preparing cases for legal or administrative hearings. The representative reviews and accepts pleadings, new cases, and judicial orders submitted through the e-filing portal; processes filings and cases within established time standards; and maintains case statuses. Duties also include processing civil, criminal, and non-criminal cases received electronically or on paper, issuing orders and notices, handling applicable fees and first-appearance paperwork, and validating cases created using AI (Herbie). The role processes appeals, prepares and files appellate certificates, tracks appellate deadlines, and prepares and submits records on appeal to the appropriate appellate courts. The representative is expected to maintain regular and punctual attendance, meet organizational and departmental productivity standards, comply with company policies and procedures, and perform other related duties as assigned. The position requires confidentiality, accuracy, attention to detail, and the ability to work amid frequent interruptions while handling multiple detailed tasks.

Requirements

High school diploma or GED.
Proficiency with assignment-related computer software, including Excel, Word, and Adobe.
Ability to communicate effectively orally and in writing and follow complex oral and written instructions.
Ability to perform accurate computations and verify data.
Ability to work effectively independently and with others; self-motivated.
Careful, thorough work with strong attention to detail.
Knowledge of administrative and clerical procedures and systems, including word processing, file and records management, transcription, form design, office procedures, equipment, and terminology.
Ability to learn and understand specialized information, including codes, rules, policies, procedures, forms, and legal terms, and apply it accurately and efficiently.
Ability to establish and maintain effective working relationships with team members, judicial officers, and Court and County employees.
Ability to maintain confidentiality of Court documents and records.
Ability to work in an environment with frequent interruptions and simultaneous detailed attention to multiple tasks.

Responsibilities

Review and accept pleadings in existing case types, new cases in all court and case types (including County to Circuit Appeal Cases), and judicial orders received through the e-filing portal.
Docket and process filings and new cases within established time standards.
Initiate new electronically filed civil cases, including civil traffic cases.
Issue orders, notices, and refund requests as applicable.
Initiate electronically and paper-filed criminal and non-criminal cases, and process arrest reports for violations and failures to appear.
Time-stamp paper submissions, assess applicable fees, and properly process first-appearance paperwork.
Validate and check cases created using AI (Herbie).
Open, reopen, and close cases as required.
Process Notices of Appeal, County to Circuit Appeals, and appeal documents received from the District Court of Appeals and Supreme Court.
Prepare, docket, and e-file appellate certificates; maintain appellate time-standard deadlines; and prepare and submit Records on Appeal to the District Court of Appeal and/or Supreme Court.
Maintain regular and punctual attendance and established organizational and departmental productivity standards.
Comply with company policies and procedures and perform other related duties as assigned.