Requisition No: 830756 

Agency: State Courts System

Working Title: PROGRAM ASSISTANT - 22011731

 Pay Plan: State Courts System

Position Number: 22011731 

Salary: 32,760.00 

Posting Closing Date: 06/17/2024 

Total Compensation Estimator Tool

This is responsible work performing a variety of administrative, secretarial, and clerical duties for the Domestic Violence Unit. The Program Assistant will facilitate the movement of case-related matters. A variety of working relationships are established with Court personnel, judges, professionals associated with particular programs, and the general public, and as such, the Administrative Assistant must be able to use tact and maintain confidentiality. Work is performed under the supervision of the Program Coordinator.

A Program Assistant’s primary responsibilities include the following: (1) Case management administrative support (2) Administrative and clerical functions (3) Other duties as assigned.

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. Case Management Administrative Support:

Scheduling Intake

Monitor New Case Queue in Odyssey

Updates scheduler as necessary and associated programs

Maintains follow-up with outside agencies, courtroom personnel, and internal offices to check on the status of case progression.

Performs data entry.

 2. Administrative and Clerical Functions:

Performs secretarial work exercising initiative and judgment in making decisions affecting procedures.

Answers or directs telephone inquiries.

Reviews DVU emails and responds/forwards accordingly.

Work professionally with attorneys and law firms.

Receive, sorts, and distributes mail (including faxes).

Prepares and mails or e-serves notices for court events.

Prepares and complies statistical reports utilizing MS Excel.

Assists with the development of periodic reports.

Composes and types of correspondence.

Maintains confidentiality.

Participates in the development and maintenance of the unit’s databases.

Ability to effectively and independently handle a number of tasks, projects, and administrative assignments on time.

Assists Docket Specialist when needed.

Performs related work as assigned.

3. Other Duties as Assigned:

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 used in the Twentieth Judicial Circuit.

Differentiated case management principles.

Family procedures.

Courtroom procedures and policies.

Computer applications, including but not limited to Odyssey, Power Point, MS Word & Excel.

Ability to:

Answer a multi-line telephone system.

Handle matters with integrity and confidentiality.

Communicate clearly both verbally and in writing.

Tactfully handle sensitive situations with courtesy and patience.

Maintain current, organized filed and records.

Concentrate and perform job duties in a stressful working environment and meet deadlines.

Work effectively with others.

Enter data accurately and procedure reports.

Prepare reports, letters, and documents using Microsoft Word, and Excel.

Utilize Microsoft Office Word, Outlook, and Excel & learn new software programs.

Type 35 cwpm.

Education and Training Guidelines:

Two years of college or vocational school education in office skills, paralegal, or a closely related field. (Additional relevant experience may substitute for the recommended educational level on a year-for-year basis.)

Two years of related work experience. (Additional relevant education may substitute for the recommended experience on a year-for-year basis, excluding supervisory experience.)

Competencies:

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. 

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.

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.

WORK ENVIRONMENT

The work environment for this position is quiet to moderate. 

EQUIPMENT UTILIZED

Personal Computer, Printer, Scanner, Telephone, Copier and Fax Machine.

Special Comments:

Benefits

At the Administrative Offices of the Courts, 20th Judicial Circuit, we know that our employees are our most valuable asset. Your work and dedication allow us to perform at the highest levels of our court performance standards. Because of this, our employee benefits package is a top priority. The benefits we offer at the AOC help to ensure that you and your family will maintain your health and financial security while serving our communities. Detailed benefits, rules and enrollment information can be viewed at www.mybenefits.myflorida.com

How to Apply:

For more information and to apply please visit our website at www.ca.cjis20.org, select the Employment Link and click job opportunities. Please answer questions on a seprate sheet of paper and submit with application. 

The successful applicant will be subject to a criminal background check.

We are an equal opportunity employer. We do not discriminate on the basis of race, color, religious creed, sex, age, national origin, genetic, disability, or political affiliations.

We hire only U.S. citizens and lawfully authorized alien workers.

If you need an accommodation to participate in the application or selection process, please call the contact person at the number indicated for each respective position.

Persons using a TTY/TDD may call the contact person through the Florida Relay Service at 711 or 1-800-955-8771.

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.

The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.