Class Title: Administrative Secretary II - Magistrate Assistant
Court Location: First Judicial Circuit/Okaloosa
Effective Date: Open Until Filled
This position provides routine clerical support and assistance to a department, division, unit, or group, including reception, filing, copying, typing, telephone and scheduling duties.
EXAMPLES OF DUTIES:
Answer telephone calls, provide information and resolves issues, directs caller/visitor to proper personnel and takes messages. Schedule hearings and oversees telephonic hearings involving the Magistrate and multiple parties. Maintain and coordinate the Magistrate’s schedule with Court Administration, Court Security, Family Law Case Manager and Attorneys/Pro Se litigants. Provide necessary parties including Bailiff with the Magistrate’s weekly schedule.
Making appropriate copies and mailing all Report and Recommendations made by the Magistrate for the clerks and all parties involved. Prepare Orders for the Judges= review along with the copies and envelopes. Assisting the Family Law Case Manager with preparing and distributing Reports/Orders and files
Reviewing all paperwork and ensuring that information is properly filed with the clerk for each hearing. Confirming the Department of Revenue is or is not involved in hearings pertaining to Child Support. Ensuring that the Magistrate has all files at least one week prior to the hearing date. Log and file closed Dependency Drug Court files once discharged from Dependency Drug Court. Order office supplies and equipment; maintain the copier and printers for the Magistrate and Assistants offices.
Intercept correspondence via phone and email regarding Baker Act Hearings for Ft. Walton Beach Medical Center and Bridgeway. Notifying the Magistrate and Bailiff on updates throughout the week regarding the number of hearings.
Prepare and distribute the Magistrate’s foreclosure docket. Ensure that counsel has prepared Reports and orders correctly before forwarding to Magistrate.
TRAINING AND EXPERIENCE:
High School Diploma or equivalent (G.E.D.), typing speed of 35 wpm without errors, basic math and reading skills, and ability to use most office equipment and computer software; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.
Customer service principles, keyboarding techniques, modern office procedures, methods, and equipment, basic filing and recordkeeping principles; English language, grammar and punctuation.
Using a computer and related software applications; providing customer service; utilizing modern office equipment; handling multiple tasks simultaneously; typing routine correspondence, memos, vouchers, and/or other related information; maintaining files; performing routine mathematical calculations; keyboarding; communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction.