Administrative Assistant (Domestic Violence) - Lee County

WHY SHOULD YOU APPLY TO THE ADMINISTRATIVE OFFICE OF THE COURTS FOR THE 20TH JUDICIAL CIRCUIT?

• Great working environment
• Growth and Development Opportunities
• Competitive Benefits Package
• Paid Time Off (Vacation and Sick)
• Public Service Loan Forgiveness Qualifying Employer
• Tuition Assistance
• Paid Holidays
• Retirement Plan Options
• 457 Deferred Compensation Plans 
• This position is eligible for partial remote-work after successful completion of training, six-months of continuous service, and management approval

SUMMARY

This is a high-level administrative position performing a variety of secretarial support to the case management team and to the overall function of the Domestic Violence Unit. The position will facilitate the movement of case-related matters by processing legal documents; creating and maintaining files; maintaining follow-up with outside agencies, courtroom personnel and internal offices; providing procedural information to parties  as needed;  scheduling hearings in various databases; performing case intake when needed; performing secretarial work exercising initiative and judgment in making decisions; reviewing documents for completeness, accuracy and format, including proper spelling, grammar and punctuation; answering or directing telephone inquiries; receiving, sorting and distributing mail; ordering supplies; and performing data entry. The Administrative Assistant must possess strong organization and time management skills with the ability to simultaneously manage multiple tasks.  The Administrative Assistant must be adaptable to multiple and changing priorities.   This position must be able to maintain a high level of professionalism and is responsible for handling confidential and sensitive information. A variety of working relationships are established with court personnel, judges, attorneys, professionals and the general public. Work is performed under the supervision of the Domestic Violence Program Coordinator.

An Administrative Assistant’s primary responsibilities include the following: (1) Case Management Administrative Support; (2) Case Management and Intake Assistance; (3) Administrative and Clerical Functions; (4) Case Research and Scheduling; and (5) Other duties as assigned.

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.  

• Schedule hearings in multiple databases
• Update records as necessary
• Create and maintain files, electronic and paper
• Maintain follow-up with outside agencies, courtroom personnel, and internal offices
• Perform data entry and research in Outlook, JASS, IJIS, AiSmartBench
• Enter case notes into database(s)

• Understand case management principles in order to effectively assist with the case management process and functions of the Domestic Violence Unit
• Educate the public on Domestic Violence policies and procedures within legal limitations
• Assist case managers and administrative team with intake and case processing

• Answer telephone inquiries regarding Domestic Violence processes and procedures
• Assist with the development of periodic program and statistical reports
• Review documents for accuracy and completeness
• Prepare court documents and forms
• Process court orders and legal documents
• Review expenditure reports for accuracy
• Receive, sort and distribute mail
• Perform secretarial work exercising initiative and judgment in making 

• Research cases using Odyssey, AiSmartBench, or the Florida Clerk’s online records
• Utilize differentiated case management to process cases
• Schedule using multiple court dockets
• Assist case management teams with case information

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: 

• Court programs and community resources
• Court forms and legal terminology
• Differentiated case management principles
• Domestic Violence court practices
• Domestic Violence statutes and Supreme Court forms
• Courtroom etiquette and procedures
• Computer applications, included but not limited to Odyssey, JASS, MS Office applications 
• Basic structure of the Courts System
• Standard office procedures

Ability to:

• Perform multiple tasks successfully in a fast-paced environment with limited supervision
• Anticipate needs and prioritize tasks
• Provide strong organization and time management skill
• Maintain a high level of confidentiality
• Build relationships across program functions
• Work independently and within a team
• Demonstrate strong interpersonal and verbal communication skills
• Effectively communicate in writing
• Organize routine workflow and set priorities
• Communicate thoughts and ideas effectively and clearly
• Adapt behavior or work methods in response to new information, changing conditions, or unexpected obstacles 
• Effectively interpret general policy, criteria and procedures for specific situations
• Exhibit sound judgment, work well under pressure and meet established timelines and goals
• Research and schedule Domestic Violence court cases
• 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
• Type 40 correct words per minute (cwpm)
• Work the required hours from 8:30 AM to 5 PM Monday through Friday

EDUCATION and/or EXPERIENCE

• Graduation from high school or an equivalent
• Four years of secretarial or clerical experience 
• Experience in the area of Domestic Violence court is preferred

None

LANGUAGE SKILLS

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals.  Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, percentages, and decimals.  

PHYSICAL DEMANDS

While performing the duties of this position you are regularly required to stand, walk, talk, hear, frequently required to feel, reach with hands and arms, taste, or smell, occasionally required to sit, climb or balance and stoop, kneel, crouch, or crawl, must frequently lift and/or move up to 25 pounds.  Specific vision abilities required by this position include close vision, distance vision, color vision, depth perception, and ability to adjust focus.

The work environment for this position is moderate.

REASONING ABILITY

Must be able to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.   Ability to deal with problems involving several concrete variables in standardized situations. Must be able to evaluate problems, isolate key issues, research and develop alternative solutions and to present management with recommendations that include, at a minimum, the advantages, the disadvantages, and the cost and staff impact of recommendations.

EQUIPMENT UTILIZED

Personal computer, printer, scanner, telephone, copier, fax.