Administrative Assistant II - Okaloosa County

Position Number: 
Position Title: 
Magistrate Assistant - Okaloosa County
Job Location: 
Okaloosa County
Salary Range: 

General Description

The essential function of the position within the organization is to provide organizational, secretarial and administrative support for a State Courts System program, unit manager, Magistrate, or Hearing Officer. The position is responsible for office tasks of high responsibility and independently develops work methods and sequences. The position works under general supervision.

Examples of Work Performed

Screens telephone calls and visitors to the department; provides information, resolves issues, directs caller/visitor to proper personnel, or takes messages.

Composes and types correspondence, lists, memoranda, reports, e-mails, and other documents observing strict confidentiality; organizes papers for filing; prepares compensation and travel vouchers.

Prepares documents for supervisor, including orders and reports, and keeps him/her apprised of appointments and meetings; prepares calendar for supervisor.

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, contacting interested parties, preparing orders and answering telephone calls regarding hearings; coordinates judges' or magistrates' schedule for hearings and trials.

Reviews motions for the transfer and consolidation of cases and sets up new incoming cases; cite checking case law on all memoranda; tracks all files in and out of office; pulls prior cases on new files; files all pleadings.

Prepares purchase requisition on, and obtains bids in support of.

Keeps records of encumbered funds and monitors court or office expenditures including grants.

Monitors monthly SAMAS reports, assist with auditing invoices and travel reimbursement request.

Maintains working relationships with Justices, State Court System Personnel, state and local government staff, vendors, and the general public.

Maintains property records, i.e. tagging verified equipment, input of information into record, records additions, deletions and changes of location of equipment, insures correct inventory information is provided by all custodians.

May collect 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; generates invoices for transcripts and collects fees. Orders supplies and equipment; obtains bids and prepares purchase requisitions for equipment; audits invoices; maintains equipment and equipment inventory.

Gathers information/data to support periodic and special reports for the area of responsibility.

Performs clerical tasks such as reviewing, distributing and responding to incoming mail; performing data entry; maintaining files and records; and faxing or photocopying.

Attends staff meetings to exchange information; attends technical or professional classes, workshops or seminars to improve technical or professional skills.

Assists in collecting statistical information for use in preparing reports and presentations for the Clerk.

Reviews all closed cases in the court and prepares court's destruction list for case files to be destroyed; annotates the case docket to reflect cases that have been destroyed.