Docket Specialist (Domestic Violence) - Lee County

WHY SHOULD YOU APPLY TO THE ADMINISTRATIVE OFFICE OF THE COURTS FOR THE 20^TH 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

SUMMARY

The Docket Specialist is a professional and highly responsible position providing case-flow management and docket support to the Domestic Violence Case Management Team and the overall operations of the Domestic Violence Unit. Responsibilities include monitoring, reconciling, preparing, and disseminating court dockets; preparing, managing and maintaining court case files; docketing and disseminating court filings; verifying and researching case information; scheduling hearings and processing court orders; and performing related clerical and administrative duties. The position may be required to attend court and assist with court-related case flow and docket responsibilities.

The Docket Specialist exercises initiative, sound judgment, and discretion while reviewing documents for completeness and accuracy, performing detailed data entry, and managing multiple tasks and changing priorities in a high-volume environment. The position requires strong organizational and time-management skills, adaptability, professionalism, and the ability to handle confidential and sensitive information. The Docket Specialist maintains effective working relationships with judges, court personnel, attorneys, professionals, and the public, and performs reception and general office duties as assigned. The position serves a central role in supporting the Case Management Team and the overall operations of the Domestic Violence Unit and requires a strong commitment to teamwork, collaboration, and shared team responsibilities. The position reports directly to the Program Coordinator of the Domestic Violence Unit.

Primary responsibilities of a Docket Specialist include the following: (1) Docket Management; (2) Court Case File Management and Maintenance; (3) Court Order Docketing; (4) Court Filing Processing; (5) Risk Protection Order Intakes; (6) Schedule and Reschedule Court Hearings; (7) Reception support; and (8) Perform other intake, court related and administrative 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.

1. Docket Management
   • Maintain and monitor calendaring computer programs 
   • Reconcile scheduling information between computer programs
   • Research and verify case information populated on dockets
   • Prepare and disseminate injunction for protection dockets
   • Arrange for court interpreters and any other court accommodation needed
   • Prepare and disseminate amended dockets when necessary

1. Court Case File Management and Maintenance
   • Locate or create case file folders for cases scheduled for court
   • Research and verify case information for the preparation of Case Summary Sheets to be used in court
   • Prepare and print Return of Service Forms for case files scheduled for court
   • File court file folders and case documents in accordance with established procedure 
   • Maintain court folder file drawers

1. Court Order Docketing
   • Monitor e-service emails, review all issued court orders for accuracy and completeness
   • Docket all orders issued into the IJIS system
   • Print orders designated for mail and place in appropriate basket 

1. Court Filing Processing
   • Monitor and review all court filings sent to the DV Follow-up Queue
   • Monitor and review the Odyssey Filing report to ensure all required filings are accounted for
   • Designate filings for data entry and for dissemination to case managers
   • Complete necessary data entry
   • Print and disseminate necessary filings to appropriate Division basket  

1. Risk Protection Order Intakes
   • Review case filings
   • Research and verify case information
   • Schedule hearing time
   • Create case record in IJIS
   • Prepare and send proposed orders for review and signature 

       6.Schedule and Reschedule Court Hearings

• • Research and verify case information
  • Schedule hearing time 
  • Prepare and send proposed orders for review and signature

        7.  Reception Support
In the absence of or to provide assistance to the Administrative Assistant position

• • Answer the main telephone and respond to emails and assist a high volume of public and professional inquiries about injunctions for protection, the court process, and case information.
  • Assist litigants and walk-ins in a neutral and discrete manner.
  • Schedule, manage, and maintain the intake appointment calendar.
  • Prepare and disseminate mail.
  • Report matters to DCF as directed by the Judiciary

        8. Perform other intake, court related and administrative duties as assignedQUALIFICATIONS
Knowledge of:

• 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, JADD, 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 skills
• 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 a high school or an equivalent  
• Four years of paraprofessional experience in a court system or related field.
• Relevant education from an accredited college or university in a related field such as Psychology, Sociology, Criminal Justice or Law may be substituted on a year-for-year basis for experience.  

CERTIFICATES, LICENSES, REGISTRATIONS
None

SUPERVISORY RESPONSIBILITIES
This position has no supervisory responsibilities.