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Job Title

Secretary for Criminal Division

Job Description

Why Should You Apply to the Administrative Office of the Courts for the 20th Judicial Circuit?

• Great working environment
• Growth and Development Opportunities
• Competitive Benefits Package
• Paid Time Off (Vacation and Sick)
• Public Service Loan Forgiveness Qualifying Employer
• Tuition Assistance
• Paid Holidays
• Retirement Plan Options
• 457 Deferred Compensation Plans

Key requirements:

• Graduation from high school or a GED equivalency diploma
• Two years of clerical experience
• Experience in the Criminal Justice field preferred
• Knowledge of clerical support practices and procedures
• Knowledge of Microsoft Outlook, Microsoft Word and Microsoft Excel

Summary

The Secretary serves the clerical needs of the Criminal Division performing a wide variety of secretarial and clerical duties. The accurate and efficient intake of criminal data and flow of information is essential. The secretary must be professional and be able to maintain confidentiality and tactful handling of sensitive data. The Secretary prepares written orders, modifications, warrants, revocations, terminations and dismiss orders. This position involves an extensive amount of contact with the Public, the Judiciary and other agencies public and private. The Secretary must have the ability to communicate in a concise manner verbally and in writing.

A Secretary's primary responsibilities include the following: (1) Customer Service; (2) Tracking and Data Entry; (3) Case Support; (4) Other Duties as Assigned

Examples of Duties

Essential Duties and Responsibilities

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.

• (1) Customer Service
• Open and close office
• Handle incoming calls professionally on a multi-line phone, referring to proper locations
• Greet and assist public at the front counter with a high level of customer service
• Screen for determination of indigence for appointment of counsel
• Sign up and check in defendants for orientations and mandatory appointments
• Follow proper office procedures and protocols for handling of incidents
• Check in media and complete required paperwork
• Assist with Electronic Court Reporting forms
• (2) Tracking and Data Entry
• Copy and track documents
• Notarize any warrants, NTA's and/or motions and forward to appropriate judge
• Data entry into various databases
• Process paperwork from court
• Track and test program statistics
• Prepare and maintain secondary dissemination logs
• Process and distribute mail
• Proofread documents to ensure accuracy
• Prepare reports and review statistical information
• Interpret court orders and forms with various legal terms
• Retrieve and distribute date sensitive file materials, based on arrest dates and upcoming court hearings
• Calculate and record all completed community service hours
• Complete all updates ordered by the officers
• Create memos to the Clerk of Court for fees
• (3) Case Support
• Run DAVID and/or NCIC/FCIC searches
• Review databases for custody, supervision and bench warrant status
• Prepare and process forms, reports, letters, orders, agreements and case files
• Term and scan case files
• Prepare and track agreements
• Attend Felony arraignments to assist with indigency applications
• Attend Felony Early Resolution Court to assist with Indigency applications
• Prepare referral packets and reassignment orders
• Schedule instruction appointments
• Type orders, warrants, revocations, terminations and dismiss orders
• Prepare letters and correspondence ordered by officers
• Prepare inactive files for scanning and scan all inactive files
• (4) Other Duties as Assigned

Typical Qualifications

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Knowledge of:

• Basic structure of criminal justice system
• Court procedures
• Clerical support practices and procedures
• Microsoft Outlook, Microsoft Word and Microsoft Excel

Ability to:

• Maintain confidentiality to sensitive matters
• Provide effective, accurate, professional, polite, friendly, and prompt customer service to the public and other agency personnel, AOC employees, and the Judiciary on a daily basis
• Communicate effectively and professionally with clients, including those who may be emotionally upset and demanding
• Efficiently operate a computer, utilize Microsoft Office Suite and a multitude of other software programs and databases with limited or no formal instruction
• Operate general office equipment, including printers, copiers, scanners and fax machines
• Obtain and maintain NCIC/FCIC computer operator certification within 30 days of hire
• Ability to interpret NCIC/FCIC records
• Meet established deadlines
• Work the required hours Monday through Friday
• Maintain consistent and regular attendance, which is required
• Cover other shifts and assignments as required
• Drive an automobile (may be required to drive within the circuit)

Education and/or Experience

• Graduation from high school or a GED equivalency diploma
• Two years of clerical experience. (Additional relevant education may substitute for the recommended experience on a year-for-year basis, excluding supervisory experience.)
• Experience in the Criminal Justice field preferred

Supplemental Information

Certificates, Licenses, Registrations

• Obtain and maintain NCIC/FCIC computer operator certification within (30) days of hire
• May be required to obtain and maintain a State of Florida Notary Public Certification (within 30 days of hire)
• May be required to drive within the circuit

Supervisory Responsibilities

None

Equipment Utilized

Personal computer, telephone, fax, scanner, copier, two-way radio, and shredder

Language Skills

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, percentages, and decimals.

Physical Demands

Typical physical demands of this position are regularly standing, sitting, walking, talking, hearing, and seeing. Specific vision abilities required by this position include close vision and ability to adjust focus. The position occasionally lifts up to 10 pounds.

Work Environment

The noise level in the work environment is usually