Administrative Assistant (Court Operations) - Lee County

Description

WHY YOU SHOULD APPLY TO THE AOC?

• Great working environment

• Growth and Development Opportunities

• Medical, Dental, Vision+ other supplemental insurances offered

• Sick + Vacation Paid Time Off

• Paid Holidays

• Retirement plan options (Pension or Investment)

• 457 Deferred Compensation

• Tuition Assistance

• Employee Assistance Program

KEY REQUIREMENTS

• Graduation from a standard high school or GED

• Four years of staff experience including knowledge of the Florida Court system (Additional relevant education may substitute for the recommended experience on a year-for-year basis)

• Ability to effectively utilize current Microsoft Office products; Microsoft Word, Excel, Access, and Outlook

• Knowledge of Americans with Disabilities Act (ADA) and American with Disabilities Act Amendments Act as it may relate to an accommodation request, (ADAAA), OSHA

• Ability to type 35 correct words per minute (cwpm)

SUMMARY

This is highly responsible and detailed work performing a variety of customer service, administrative, and operations related duties in the Court Operations Division. In addition to providing direct support to the Operations Division Manager, this position coordinates the scheduling of courtrooms; coordinates and provides Judicial Assistant staff coverage as requested; coordinates Duty Judge coverage; provides assistance with the receipt, process, and documentation of ADA requests, coordinates CourtConnect contributions, coordinates records management, and participates in cross training. Work performance is evaluated by accuracy and efficiency of work provided, timeliness of duties, and by feedback from public and other agencies. Working relationships are established with judges; judicial assistants; court personnel; clerk of courts employees; public defender employees; state attorney employees; private attorneys; law enforcement agencies; state, county, and local officials; and the general public. This position requires the ability to exercise discretion in dealing with confidential and sensitive information. Work is performed under the general supervision of the Operations Division Manager.

The Administrative Assistant primary responsibilities include the following: (1) Duty Judge Coverage Coordination; (2) Judicial Assistant Staff Coverage and Coordination; (3) ADA and ADAAA Request Coordination; (4) CourtConnect Division Contributor; (5) Records Management (6) Cross Training (7) Courtroom Scheduling/Calendaring (8) Other Duties as 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) Duty Judge Coverage Coordination

• Receive and relay requests for Duty Judge

• Exchange Duty Judge Pager as needed

• Prepare and provide reports

(2) Judicial Assistant Staff Coverage and Coordination

• Provide Judicial Assistant coverage according to procedure

• Coordinate Judicial Assistant coverage

• Maintain Judicial Assistant staff coverage calendar

• Prepare and provide reports

(3) ADA and ADAAA Request Coordination

• Receive, respond, and document ADA message line inquiries/requests

• Direct inquiries/requests to appropriate individuals within set deadlines

• Prepare and process documentation as required

• Track, prepare, and provide reports

(4) CourtConnect Division Contributor

• Help to integrate CourtConnect to improve organizational collaboration and communication

• Must have a good understanding of the site administration, security, content creation, document libraries, and lists

• Responsible for division site content and tasks

• Coordinate site structure, layout, content and creation (documents, lists, etc.)

• Be able to create documents and create folders, move documents from one location to another, etc.

• Division staff training and administrative assistant support

(5) Record Management

• Daily Scanning and/or electronic relocation

• Special Projects

• Develop, maintain, and update KwikTag manual

• Train staff on KwikTag use and procedures

• Perform KwikTag administrative functions

• Prepare scanned documents for permanent storage

• Maintain document storage records

• Coordinate delivery of documents to be stored and retrieved as needed

• Process requests for scanned KwikTag documents

(6) Cross Training

• Provide back-up assistance as needed to:

• Court Interpreter Administrative Assistant; Law Librarian; Facilities Coordinators

(7) Courtroom Scheduling/Calendaring

• Assist with the scheduling of courtrooms

• Keep all interested/required participants informed of changes, updates, etc.

(8) Other Duties as Assigned

• Provide coverage within Operations Department when necessary

• Assist as a backup to Senior Judge coordination

• Other duties as assigned

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:

• Basic knowledge of the Florida court system structure

• Lee County court processes

• Structure and operations of the Court Operations Division

• Local governmental departments' functions and responsibilities

• Americans with Disabilities Act (ADA) and American with Disabilities Act Amendments Act as it may relate to an accommodation request, (ADAAA), OSHA

Ability to:

• Communicate effectively and professionally with internal and external customers

• Use correct English grammar, spelling, and punctuation

• Follow written and oral instructions and procedures

• Exhibit sound judgment and good listening skills

• Handle matters with integrity and confidentiality

• Perform basic mathematical operations, bookkeeping, and simple statistics

• Plan and prepare reports, correspondence, and charts in a variety of formats

• Use personal computer and general office equipment

• Be extremely organized and able to meet established priorities and deadlines

• Manage multiple assignments simultaneously, including short and long range projects

• Be flexible in work assignments and processes based upon need

• To serve continually as a State of Florida Notary Public within 30 days of employment

• Work effectively as a team member and individually

• Effectively utilize current Microsoft Office products; Microsoft Word, Excel, Access, and Outlook.

• Type 35 correct words per minute (cwpm)

• 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

• Graduation from a standard high school or GED

• Four years of staff experience including knowledge of the Florida Court system. Additional relevant education may substitute for the recommended experience on a year-for-year basis.

CERTIFICATES, LICENSES, REGISTRATIONS

State of Florida Notary Public certification (required within 30 days of employment)

SUPERVISORY RESPONSIBILITIES

This position has no supervisory responsibilities