Description

The Assistant Director works in concert with the Division Director to oversee the operation of various court programs and services in the Probate Division. The Assistant Director is responsible for monitoring the performance of units within the Probate Division by analyzing data, evaluating processes, and drafting reports.
The Assistant Director also assists with the day-to-day supervision and training of staff and participates in recruitment and disciplinary processes.

The position works under the direct supervision of the Director of Probate Operations.

The ideal candidate to fill this position has experience working in a supervisory capacity as well as a background in either the practice of law, court administration, or government relations. Candidates with education or work experience related to Estate, Guardianship, or Civil Mental Health cases are well-suited to fill this position, but prior experience in these areas of law is not required. An otherwise qualified candidate who is willing and able to learn the Probate field will be considered.

Responsibilities

• Assists the Division Director in the development and implementation of various court services in the Probate Division. Works closely with the Division Director to develop and implement operational policies and procedures. Works with the Division Director to develop and analyze reports to evaluate division procedures and monitor outcomes.
• Trains and supervises the case managers and other administrative staff. Participates in the recruitment, interviewing, hiring and orientation of new employees in the division. Reviews employee time sheets, prepares employee evaluations, and participates in employee disciplinary procedures when necessary. Covers or arranges coverage for the case managers and other administrative staff in their absence.
• Assists the Director with maintaining and updating the Case Manager Manual as necessary to reflect changes in the law or in division procedures.
• Works with the Court’s technology department as the Division’s liaison in the coordination and implementation of data and technical requirements involved in facilitating the Division’s business processes; improve case processing; and reducing cases backlogs. Utilizes knowledge and familiarity with technology platforms like CourtMAP and Odyssey Time Standards to respond to internal and external inquiries regarding technology integration and the electronic systems developed to facilitate case processing within the Probate Division.
• Acts as liaison with Clerk of Courts, troubleshoots issues and concerns relating to the integrity of the court docket and data quality, monitors workload and recommends alternative approaches at weekly meetings with the Division Director.
• Participates in the development of the Probate Division’s annual budget by assisting the Director in identifying future needs for the division, i.e., furniture and equipment for staff. Oversees, reviews, and approves expenditures for the area of responsibility; provides fiscal data for preparation of the annual budget. Coordinates program activities with other departments, agencies, counties, or states as required to facilitate completion of tasks/projects.
• Assists the Division Director in updating the Division’s continuity of operations plan (COOP) and emergency preparedness, including assisting as a floor warden, coordinating trainings for the Administrative Office of the Courts (AOC) and Judicial staff with the Building Manager.
• Reviews small estates orders submitted by self-represented litigants. Drafts and mails memorandums on incomplete submissions to petitioners. Submits orders on completed submissions to the judges for signature.
• Attends and/or conducts committee or other professional meetings to exchange information; establishes and maintains working relationships with other court personnel and the community; attends technical or professional workshops or seminars to improve professional skills.
• Performs related work as required.

Qualifications

• Bachelor's degree in business, management, business administration, judicial or public administration, criminology, social work, law or a closely related field.
• Four (4) years of related professional experience, including two (2) years of supervisory experience.
• A Juris Doctor may substitute for up to three years of the required related professional experience.
• Juris Doctor, Master’s degree, or Certification by the Institute for Court Management preferred, but not required.
• Active Bar Membership from any of the 50 states, District of Columbia, Puerto Rico, or the U.S. Virgin Islands preferred, but not required.

Knowledge, Skills, and Abilities (KSAs):

• Ability to establish and maintain effective relations with the judiciary, court administration, other court personnel and the public.
• Ability to communicate effectively in writing, orally and through presentations.
• Ability to make work decisions in accordance with laws, regulations and departmental policies and procedures.
• Ability to work effectively with the public and handle individuals who are under stress with courtesy, tact, and patience.
• Ability to accurately maintain a variety of complex records.
• Knowledge of modern office practices and procedures.
• Ability to work with minimal supervision, recognize and establish work priorities.
• Ability to handle sensitive matters with integrity and confidentiality.
• Ability to operate standard office equipment including personal computers and word processing and data entry applications.
• Working knowledge of Florida law, court rules, and procedures.

Physical Demands

Working Conditions