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Job description
Administrative AssistantThis 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 ResponsibilitiesThe 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:Schedule hearings in multiple databasesUpdate records as necessaryCreate and maintain files, electronic and paperMaintain follow-up with outside agencies, courtroom personnel, and internal officesPerform data entry and research in Outlook, JASS, IJIS, AiSmartBenchEnter case notes into database(s)2. Case Management and Intake Assistance:Understand case management principles in order to effectively assist with the case management process and functions of the Domestic Violence UnitEducate the public on Domestic Violence policies and procedures within legal limitationsAssist case managers and administrative team with intake and case processing3. Administrative and Clerical Functions:Answer telephone inquiries regarding Domestic Violence processes and proceduresAssist with the development of periodic program and statistical reportsReview documents for accuracy and completenessPrepare court documents and formsProcess court orders and legal documentsReview expenditure reports for accuracyReceive, sort and distribute mailPerform secretarial work exercising initiative and judgment in making4. Case Research and Scheduling:Research cases using Odyssey, AiSmartBench, or the Florida Clerk's online recordsUtilize differentiated case management to process casesSchedule using multiple court docketsAssist case management teams with case information5. Other Duties as Assigned:QualificationsTo 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 resourcesCourt forms and legal terminologyDifferentiated case management principlesDomestic Violence court practicesDomestic Violence statutes and Supreme Court formsCourtroom etiquette and proceduresComputer applications, included but not limited to Odyssey, JASS, MS Office applicationsBasic structure of the Courts SystemStandard office proceduresAbility to:Perform multiple tasks successfully in a fast-paced environment with limited supervisionAnticipate needs and prioritize tasksProvide strong organization and time management skillMaintain a high level of confidentialityBuild relationships across program functionsWork independently and within a teamDemonstrate strong interpersonal and verbal communication skillsEffectively communicate in writingOrganize routine workflow and set prioritiesCommunicate thoughts and ideas effectively and clearlyAdapt behavior or work methods in response to new information, changing conditions, or unexpected obstaclesEffectively interpret general policy, criteria and procedures for specific situationsExhibit sound judgment, work well under pressure and meet established timelines and goalsResearch and schedule Domestic Violence court casesProvide effective, accurate, professional, polite, friendly, and prompt customer service to the public and other agency personnel, AOC employees, and the JudiciaryMaintain consistent and regular attendance, which is requiredType 40 correct words per minute (cwpm)Work the required hours from 8:30 AM to 5 PM Monday through FridayEducation and/or Experience:Graduation from high school or an equivalentFour years of secretarial or clerical experienceExperience in the area of Domestic Violence court is preferred
Worksite address
fort myers, FL, 33901, US
Who can apply
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