GENERAL MAGISTRATE ASSISTANT - 22010413

State of Florida•Miami, FL

10d•Onsite

About The Position

This is a specialized legal administrative assistant position providing organizational, secretarial, and administrative support to the Administrative General Magistrate, other General Magistrates, and Hearing Officers in the Family, Child Support Enforcement, Probate, Dependency, and Civil divisions. The work is sensitive and confidential and requires experience in secretarial and clerical work, as well as familiarity with legal terminology, formats, forms, and procedures. The assistant maintains calendars and appointments; reviews legal orders, correspondence, and certain motions; coordinates hearing information with litigants and attorneys; prepares case disposition information; determines the routing of motions; screens calls and mail; responds to inquiries about case status; and performs related office duties. The role uses computers and common office equipment, including printers, copiers, fax machines, and scanners.

Requirements

High school diploma or GED.
Two years of experience in business administration, office work, legal secretarial work, or paralegal work.
Knowledge of the organization, operation, function, and jurisdiction of the assigned court.
Knowledge of modern office practices and procedures.
Proficiency in business English, grammar, spelling, and punctuation.
Thorough knowledge of 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 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 assist people under stress with courtesy, tact, and patience.
Proficiency in Microsoft Office, including Outlook, Word, and Excel, and in Odyssey, Zoom, Teams, and related tools.
Ability to complete data entry and retrieve information.
Ability to be flexible and open to learning new procedures and techniques.
Ability to prioritize and multitask.

Nice To Haves

Bilingual in English and Spanish or English and Creole.

Responsibilities

Maintain appointment schedules, greet visitors, and compose correspondence based on office policies and procedures.
Take and transcribe dictation, including legal briefs, memoranda, and court orders, and prepare legal correspondence for signature.
Screen callers and refer them to the appropriate department.
Monitor the Magistrate calendar and schedule hearings.
Collect and screen incoming mail and refer mail or email to appropriate parties.
Extract, summarize, and assemble material from files.
Maintain accurate records, create and organize files, and manage complex filing systems, including confidential files.
Plan and maintain an adequate supply of office materials and supplies.
Prepare correspondence in accordance with established policies and procedures.
Assist General Magistrates, Hearing Officers, or Senior Judges with daily responsibilities as needed.
Facilitate intake of parties to obtain relevant information for files.
Facilitate referrals, monitor compliance, and obtain documents for the court.
Draft court documentation regarding parties’ progress and compliance, provide correspondence, and distribute reports to parties and collaterals as appropriate.
Schedule and facilitate in-service training.
Enter data in Odyssey and courtMap.
Assist with meeting deadlines.
Coordinate and schedule court hearings and meetings, enter data in an automated calendaring system, and retrieve and prepare court files.
Review and respond promptly to emails, messages, and phone calls.
Perform other office and administrative tasks as required.