Summary
The incumbent performs and coordinates administrative, technical, and professional work related to multiple administrative functions, ensuring compliance with the appropriate guidelines, policies and approved internal controls for the Clerk of Court and the Clerk's Chief Deputy Clerks.
This job is open to
Clarification from the agency
A Sensitive Background Check is required for this position.
Duties
The incumbent manages all district projects and provides status reports to the Clerk of Court and the Chief Deputies. The incumbent serves as the Court's central resource for executive action items and meeting coordination. The incumbent assists in the planning and coordination of court sponsored events and ceremonies.
Responsibilities
- Provides professional administrative support to the Clerk of Court, Chief Deputy Clerks, and senior managers, and serves as back-up to other administrative staff.
- Acts as a liaison between the Clerk of Court, Chief Deputy Clerks, judicial officers, senior managers, and court employees.
- Reviews and acts as instructed on all correspondence.
- Receives, screens, and refers telephone calls and personal visitors, and answers general inquiries on behalf of the Clerk of Court.
- Routes, responds to, and files correspondence as directed by the Clerk of Court, and maintains records as required.
- Makes travel and lodging arrangements.
- Drafts correspondence, reports, meeting minutes, and other documents for review and signature by the Clerk of Court. Proofreads documents and materials for errors, appropriate format, proper syntax, grammar, spelling and typographical errors.
- Maintains the calendar and sets appointments. Maintains calendar for courtroom sharing and conference room coordination.
- Coordinates Committee meetings for Judges and Clerk's staff. Prepares meeting agendas and materials as needed.
- Maintains roster of Court Certified Mediators. Prepares documents and routes correspondence for Clerk of Court's review, including Certified Mediator applications and Reports and Recommendations from the Mediation Committee.
- Ensures compliance with Court orders to appoint mediators to cases.
- Oversees and maintains attorney admissions.
- Manages high level district wide projects, including Magistrate Judge recruitments, from beginning to end. Develops and maintains project management systems to ensure project timelines and ensures that objectives are met. Collaborates with managers across departments to effectively manage project resources, and to ensure timelines standards are adhered too. Upon delegation, may lead other administrative support staff by assigning and monitoring work.
- Organizes ceremonies and public functions, including investiture ceremonies and heritage month celebrations.
- Prepares financial authorizations for the Clerk of Court and submits vendor invoices for payment.
- Monitors certain vendor contracts for the Clerk of Court and monitors progress and compliance with terms.
- Other duties as assigned by the Clerk of Court.
Requirements
Conditions of Employment
https://www.flsd.uscourts.gov/employment-info.
Qualifications
- Two years of specialized experience; or completion of the requirements for a bachelor's degree from an accredited college or university; or Completion of one academic year (18 semester or 27 quarter hours) of graduate study in an accredited university in business or public administration, political science, criminal justice, law, or other fields closely related to the subject matter of the position. Specialized experience is defined as experience in, or closely related to, the position's work that provides the knowledge, skills, and abilities to perform the position's duties successfully.
Court Preferred Qualifications & Skills
- Ability to work independently with limited supervision.
- Skill in gathering, researching, and analyzing data.
- Skill in negotiating and problem solving.
- Ability to work under pressure and deliver quality work product.
- Excellent skill and ability to manage an executive office in a professional environment, and the ability to exercise mature judgment.
- Knowledge of and compliance with the Code of Conduct for Judicial Employees and Court confidentiality requirements. Ability to consistently demonstrate sound ethics and judgment.
- Knowledge of and skill in following office procedures and using a variety of office equipment and applications, such as word processing, email, spreadsheets, and other computer-based systems used by the Court.
- Skill in using computer software and other technology to enhance efficiency.
Education
Two years of specialized experience or completion of a bachelor's degree.
How You Will Be Evaluated
You will be evaluated for this job based on how well you meet the qualifications above.
Only qualified applicants will be considered. Incomplete applications may not be considered.
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