CONTACT US
SEARCH

Current Job Opportunity

Date

March 12, 2014

Closing Date

Open Until Filled

Position Number

009674

Position Title

JUDICIAL ASSISTANT - CIRCUIT COURT

Job Location

Fifth Judicial Circuit, Bushnell Florida

Salary Range

$2,544.96 - $4,998.80 (*Monthly)

Applicants are hired at the minimum of the salary range

Job Description

Distinguishing Characteristics of Work

This is very responsible work performing a variety of administrative and secretarial duties for managing the office of Circuit Court Judge William H. Hallman, III.  The judicial assistant manages the judge's court and professional calendar coordinating and scheduling motions, pre-trial hearings, trials, conferences, and committee meetings.  The judicial assistant also receives, reviews and distributes incoming mail and composes responses to routine correspondence. The judicial assistant is the judge's liaison to assist and inform litigants, attorneys, law enforcement personnel, and witnesses concerning court procedure and policy.  Frequent working contacts are made with judges, offices of the Clerk of Court, Trial Court Administrator, State Attorney, Public Defender, private attorneys, law clerks, state and local law enforcement, witnesses, bailiffs, criminal justice and social service professionals, the news media, and the general public.  Work is often of a sensitive and confidential nature.  The judicial assistant must observe high standards of conduct.  This position involves a large volume caseload and high stress work in one of the fastest growing areas of the State.  Applicant must thrive on high stress work and possess a strong work ethic.  Work requires independent judgment and is performed under general supervision.

 

Essential Functions

The essential function of the position within the organization is to provide responsible administrative, secretarial and clerical support to the assigned circuit court judge’s office. The position is responsible for administrative, secretarial and clerical tasks of high responsibility. The position works independently under general supervision according to some procedures; developing work methods and sequences.

 

Examples of Work Performed

(Note: The examples of work as listed in this class specification are not necessarily descriptive of any one position in the class. The omission of specific statements does not preclude management from assigning specific duties not listed herein if such duties are a logical assignment to the position.)

  • Prepares and maintains the judge’s court and professional calendar; schedules and coordinates motions, hearings and conferences; assists attorneys with procedures on filing motions and hearing dates.
  • Provides organizational support for the judge’s caseload, including preparing orders, docketing jury instructions and a list of pending cases; ordering jurors; and coordinating in-house services, such as interpreters; reviews case files for accuracy, format compliance and completeness prior to submitting files to the judge.
  • Screens telephone calls and visitors to the judge’s office; provides information, resolves issues, directs caller/visitor to proper personnel or agency, or takes messages.
  • Composes and/or edits correspondence, memoranda, directives, notices, orders, e-mails, and other documents observing strict confidentiality.
  • Prepares yearly financial disclosure forms; makes travel arrangements and processes travel vouchers.
  • Researches information on hearing dates for other agencies; prepares notices of hearings for cases put on the calendar by the judge.
  • Interacts with attorneys and litigants and their family members to resolve problems such as scheduling conflicts or other case-related issues.
  • Performs routine clerical tasks such as reviewing, distributing and responding to incoming mail, performing data entry, ordering office supplies, maintaining files/records, faxing or photocopying. May conduct limited case law research using an electronic database such as Lexus-Nexus. Schedules trials; maintains trial dockets, continuances and trial orders.

Education and Training Guidelines

Graduation from a standard high school or an equivalency diploma issued by a state department of education or the United States Armed Forces.  Ability to type a minimum of 60 correct words per minute and eight years of responsible experience as a legal secretary or paralegal assistant in a high case volume environment or similar work environment.

Knowledge, Skills, and Abilities

Working knowledge of trial court (including civil, criminal, domestic, probate and juvenile) rules and procedures.  Ability to work with minimal supervision and recognize and establish work priorities.  Ability to handle sensitive matters with integrity and confidentiality.  Ability to communicate clearly and effectively in a friendly, diplomatic, professional and polite manner. Ability to handle individuals who are under stress with courtesy, tact and patience.  Ability to organize and coordinate schedules of various individuals and/or groups on the court calendar. Ability to be a self-starter, strong organizational skills and a strong desire to work in the State Courts System to ensure high quality services are provided to the people of the Fifth Judicial Circuit and the State of Florida.  Ability to operate standard office equipment including personal computers and word processing and data entry applications for case management.

Competencies

Data Responsibility: Compiles, examines, or evaluates data or information and possibly recommends action based on results.

People Responsibility: Gives information, guidance, or assistance to people who directly facilitate task accomplishment; may give instructions or assignments to helpers or assistants.

Assets Responsibility: Requires minimum responsibility for only small quantities of low cost items or supplies where opportunities for achieving economies or preventing loss are negligible.

Mathematical Requirements: Uses addition, subtraction, multiplication, and division; may compute ratios, rates, and percentages.

Communications Requirements: Reads journals and manuals; composes specialized reports and business letters using proper format and grammar; speaks to groups of coworkers and people outside the organization.

Complexity of Work: Performs coordinating work involving guidelines and rules with constant problem solving; requires continuous, close attention for accurate results or frequent exposure to unusual pressure.

Impact of Decisions: Makes decisions with moderate impact - affects those in work unit.

Equipment Usage: Handles machines, tools, equipment, or work aids involving some latitude for judgment regarding attainment of standard or in selecting appropriate items, such as computers, peripherals, or software programs such as word processing.

Special Comments

How to Apply

Submit a cover letter to the Honorable William H. Hallman, III, a current State of Florida application and verification of required education to:

Office of the Court Administrator

Barbra Kruzick, Human Resources Consultant

P.O. Box 7800

Tavares, FL 32778

(352) 253-1607

 

WE ARE AN EQUAL OPPORTUNITY EMPLOYER.  WE DO NOT DISCRIMINATE ON THE BASIS OF RACE, RELIGION, COLOR, SEX, AGE, NATIONAL ORIGIN, GENETIC TESTING OR DISABILITY.

IF YOU NEED AN ACCOMMODATION TO PARTICIPATE IN THE APPLICATION/SELECTION PROCESS, PLEASE CALL BARBARA KRUZICK AT 352-253-1607. 

PERSONS USING A TDD MAY CALL THE CONTACT PERSON THROUGH THE FLORIDA RELAY SERVICE AT 1-800-955-8771