16th Judicial Circuit
Job Description
Job Title: Court Program Specialist I
Department: Case Management
FLSA: Included
Reports To: Program Coordinator
Prepared By: Sharon Hamilton
Prepared Date: January 15, 2016
Amended By: Victoria Duponty
Amended Date: August 17, 2021
Approved By: Holly Elomina
Approved Date: August 17, 2021
SUMMARY:
The essential function of this position within the organization is to assist in the administration and case management of circuit civil cases as well as the implementation
of the Civil Case Management Plan in the Lower Keys Division of the 16th Judicial Circuit.
This position may also assist in other areas of Case Management, including, but not limited to, Family Court, in order to provide for coverage assistance to the Family
Court Case Manager.
This position will work closely with the Program Coordinator and is responsible for reviewing time standard reports and court files in order to assist the Court with the
timely progression of cases. This position is responsible for interacting with other court personnel, judges, attorneys and litigants. In addition, this position establishes
working relationships with personnel at the Clerk of the Court. This position requires knowledge of the court system and organizational skills, as well as the ability to
perform a variety of complex administrative duties. The work performed may be of a sensitive and confidential nature and may involve stressful interactions.
Although the work is performed under the close supervision of the Program Coordinator, it requires independent judgment and the consistent ability to keep the cases
moving in a forward progression.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
The essential duties and responsibilities include the following. (Other duties may be assigned. The omission of specific statements of duties does not exclude them from
the position if the work is similar, related, or a logical assignment to the position.)
- Provide assistance to the judiciary in the management of their assigned caseloads;
- Coordinate with Clerk of Court staff in processing and managing cases. Review all clerk memos regarding the status of all open cases in the circuit;
- Review monthly pending caseload reports for compliance with time standards. Compile information for judges on pertinent issues regarding the status of all open
civil and mental health cases in the Key West division. Provide support to the judges by setting case status conferences when necessary or processing notices of
time standard violations. - Ensure the compliance of the Civil Case Management Plan regarding scheduling order requirements.
- Answer phone calls, emails and correspondence from attorneys, litigants, court staff, and/or parties from ancillary agencies, or the general public;
- Provide clerical support to the judiciary, visiting judges and magistrates if appropriate;
- Review files, pleadings, motions and proposed orders for completeness and compliance;
- Prepare notices, orders, pretrial and trial orders when appropriate;
- Review all foreclosure packets received for completeness and compliance with all orders;
- Manage magistrate calendars by coordinating dates, scheduling motions, pretrial hearings and trials;
- Prepare and distribute dockets to the appropriate parties and departments;
- Review files prior to hearings to ensure completeness; Attend court when necessary;
- Contact attorneys as necessary for compliance with all notices and orders issued;
- Provide general clerical support, including conforming and distributing copies of orders and judgments; Make copies, address envelopes, and mail correspondence and
orders as required.
SUPERVISORY RESPONSIBILITIES:
There are no supervisory responsibilities associated with this position.
QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed herein 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.
EDUCATION and/or EXPERIENCE:
Refers to job specific training and education that is recommended for entry into the position. Additional relevant experience may substitute for the recommended educational
level on a year-for-year basis. Bachelor's degree in public or business administration, criminal justice, psychology, sociology, pre-law or a closely social science related field.
Knowledge of court procedures. Ability to handle matters with the professional manner required of court employees. Ability to communicate clearly both orally and in writing,
with very good spelling and writing. Ability to concentrate and perform job duties in a stressful working environment. Ability to use a personal computer and word processor.
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 calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic
algebra and geometry.
REASONING ABILITY:
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions
furnished in written, oral, diagram, or schedule form.
CERTIFICATES, LICENSES, REGISTRATIONS:
There are no certificates, licenses or registrations associated with this position.
- Florida Driver's License
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee is occasionally required to walk
and reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds.
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.