Administrative Assistant I

Hourly rate is non-negotiable. The successful candidate will be hired at the minimum salary.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 organizational, secretarial, and administrative support for a Magistrate, Hearing Officer, Senior Judge in the General Magistrates Division, and Child Support Enforcement Unit. 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 and visitors, reviewing and responding to correspondence, and disposing requests for information. The working schedule for this position is Monday through Friday, from 8:00 a.m. to 12:00 p.m. or Monday through Friday, from 1:00 p.m. to 5:00 p.m.Responsibilities• Screens telephone calls and visitors for the Child Support Enforcement Unit; provides information, resolves issues, directs callers/visitors to proper personnel, or takes messages.• Composes and types correspondence, lists, memoranda, reports, e-mails, and other documents observing strict confidentiality; organizes documents for filing; prepares compensation and travel vouchers.• Prepares documents for Hearing Officers, including orders and reports, and provides updates pertaining to appointments and meetings; and prepares calendars.• Prepares travel authorization request forms (TAR) and travel reimbursement forms in accordance with State of Florida and State Courts System policy.• Schedules hearings, including preparing and setting calendar; contacts interested parties; prepares orders and answers telephone calls regarding hearings; coordinates senior judges, magistrates, and hearing officers schedule for hearings and trials.• Reviews motions for the transfer and consolidation of cases and sets up new incoming cases; cite-checks case law on all memoranda; tracks all files in and out of office; pulls prior cases on new files; and files all pleadings.• Maintains working relationships with judges, court personnel, state and local government staff, vendors and the general public.• Interacts with attorneys, litigants and the State Attorney's Office to resolve problems such as scheduling conflicts or other case-related issues.• Collects processes and distributes transcript requests, and ensures delivery, filing, maintenance/archiving of same in accordance with established guidelines and procedures.• Documents, records and processes incoming correspondence; and generates invoices for transcripts.• Coordinates, schedules, prepares notices of hearing for interested parties, and for closed cases no longer being handled by the Department of Revenue.• Prepares purchase requisitions, orders supplies and equipment, and maintains property records.• Gathers information/data to support periodic and special reports for the area of responsibility.• Performs clerical tasks such as data entry; faxing; photocopying; reviews, distributes and responds to incoming mail; and maintains files and records.• May conduct limited case law research on statues.• Attends staff meetings to exchange information; and attends technical or professional classes, workshops or seminars to improve technical or professional skills.• Assists in preparing and maintaining court calendars.• Performs related work as required.

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