Job Description

Administrative Assistant I - 22010303

This position is specialized legal secretarial and clerical work requiring complete familiarity with legal terminology, forms and procedures. Work is of a sensitive and confidential nature. An individual in this position is responsible for providing secretarial, clerical and administrative services for the operations in Unified Children's Court Division. Work includes utilizing a full range of modern secretarial skills to perform secretarial duties; answering the telephone, greeting and assisting people at the office, operation of personal computers, and other office equipment. Work requires the exercise of considerable initiative, independent judgment, discretion in screening calls, visitors and mail, as well as answering and disposing of requests for information.

Responsibilities

Assists and provides the public with community resource information and court information in regard to court procedures and court cases.

Answers and directs phone calls for the Children's Courthouse.

Relays messages for the Unified Children's Court Operations Office and assists with administrative duties and special projects.

Performs data entry and maintenance of logs for the Unified Children's Court Operation Office Subpoena Log, Unified Children's Court Provider's Invoices, Child Witness Testimony Log and Calendar, Deposition Reservation Log, and Administrative Office of the Courts (AOC) Event Log.

Updates monthly data reports for statistical purposes.

Creates and receives subpoenas from court staff and inputs subpoena information into subpoena log.

Assists with processing of new Expert Witness Providers for the Unified Children's Court. Maintains applicant's active and inactive status.

Updates the Expert Provider Wheel and emails updated active list to court partners. Logs into the Expert Provider Wheel system and provides the court with the next doctor available to conduct evaluations to determine competency to proceed and/or waive Miranda rights.

Executes processing of expert witness invoices. Contacts the various providers and/or the Court's Fiscal Department if there are issues or discrepancies with the invoices. Places information within the Unified Children's Court Provider's log.

Provides overall support to AOC staff and judicial staff. Assists the public and court visitors/clients. Provides both community resource and court information, answers questions, answers phone calls, files, and photocopies and disseminates various documents to court staff.

Coordinates and places supply request through the Court's Procurement Department.

Prepares, coordinates and assists with Child Witness Testimonies, Audio/video (Television, VCR, Microphone system setup), special equipment set up for ADA needs, Nomad operation and all other court equipment, event coordinating, planning and setting up for various events (Wall of Honor, Unified Children's Court Lecture, etc.).

Maintains and assists with Hurricane Season preparations.

Coordinates with the Humane Society of Greater Miami regarding the Paws in the Court Program.

Processes new volunteers through the Court's Human Resources Department related to Paws in the Court Program and keeps a file on each participant. Provides information about the Court and its policies to our volunteers. Schedules volunteers monthly to visit the Court and provide the service.

Distributes the monthly calendar to Unified Children's Court staff and agencies.

Assists with assignments for Judges and various court Officials, and directs the public to courtrooms, offices, departments.

Assists with management and distribution of teddy bear donations to the courtrooms.

Receives mail for judicial staff and distributes into mailboxes.

Receives and distributes judge's literature or court information.

Performs related duties as required.

Qualifications

Bachelor's degree from an accredited four-year college or university with course work in public administration, business, criminal justice, psychology, sociology, or related field.

Two (2) years of experience in public administration, customer service, and/or general clerical work.

Professional work experience within related areas of the Court such as Juvenile Justice, Family Law, and/or Domestic Violence preferred.

Knowledge, Skills, and Abilities (KSAs):

Knowledge of the organization, operation, function, and jurisdiction of the court of assignment.

Knowledge of modern office practices and procedures.

Proficiency in business English, grammar, spelling, and punctuation.

Thorough knowledge of legal secretarial practices and procedures.

Ability to communicate effectively in writing and orally.

Ability to understand and follow oral and written instructions.

Ability to make work decisions in accordance with laws, regulations, and departmental policies and procedures.

Ability to accurately maintain a variety of complex records.

Ability to establish and maintain effective working relationships with the judiciary, court administration personnel, and other private and public agency staff.

Ability to work with minimal supervision and recognize and establish work priorities.

Ability to handle sensitive matters with integrity and confidentiality.

Ability to work effectively with the public and handle individuals who are under stress with courtesy, tact and patience.

Proficient in Microsoft Outlook, Word, Excel, and data entry and retrieval.

Bilingual in English/Spanish or English/Creole preferred.

Working Conditions: Moderate noise; business office setting.

Physical Demands: Work involves a significant amount of standing, walking, sitting, talking, listening, balancing, stooping, and reaching with hands and arms; must be able to transfer up to 10 pounds.

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