Digital Court Services Representative

Okaloosa County Clerk of Courts; Crestview (FL); On-site; USD 32,000 - 45,000; Full time

Job summary

Okaloosa County Clerk of Courts in Crestview, FL is seeking a detail-oriented clerical specialist to provide administrative support in preparing cases for hearings. You will review pleadings, docket filings, and manage case statuses using court software and document management tools.

The role requires high school diploma or GED, proficiency in Excel, Word, and Adobe, and strong written and oral communication.

Qualifications

• High School Diploma or GED required.
• Proficient in Excel, Word and Adobe.
• Ability to communicate effectively in writing and speaking.
• Accurate data verification and attention to detail.
• Ability to work independently and in a team.
• Knowledge of administrative procedures and records management.

Responsibilities

• Review and accept pleadings across case types and all proceedings via E-filing portal.
• docket and process all filings within established time standards.
• Initiate new civil cases filed electronically and in paper.
• Issue orders, notices, and refund requests as applicable.
• Initiate all new criminal and non-criminal court types and manage arrest/review paperwork.
• Validate and check cases created using AI and maintain proper time deadlines.
• Manage case statuses by opening, reopening, and closing as required.
• Maintain confidentiality of Court documents and records.

Skills

Attention to detail

Communication skills

Independent worker

Team collaboration

Data verification

Education

High School Diploma or GED

Tools

Excel

Word

Adobe

Job description

Job Summary:

The purpose of this position is to perform technical clerical work and to provide administrative support in the preparation of cases for legal or administrative hearings.

Essential Job Functions:

The list of essential functions as outlined herein is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties listed herein if such functions are a logical assignment to the position.

• Reviewing and accepting all pleadings in all existing case types, all new cases in all court/case types (including County to Circuit Appeal Cases), and all judicial orders received via the E-filing portal.
• Docketing/processing all filings and all new cases in all court/case types received within established time standard.
• Initiate all new civil cases filed electronically, including civil traffic (TR)
• Issue orders, notices, and refund requests as applicable
• Initiate all new criminal (CF, CT, MM, CJ) and non-criminal court types (MO, CO, PK, IN) received electronically and in paper and all arrests reports for violations and failures to appear (including time-stamping those items received in paper, assessing applicable fees, and properly processing first appearance paperwork)
• Validate and check cases created using AI (Herbie)
• Manage case statuses by opening, reopening, and closing as required
• Processing all Notice of Appeals including County to Circuit Appeals; appeal documents received from the District Court of Appeals and Supreme Court; preparing, docketing, and efiling appellate certificates; maintaining accurate time standard deadlines for appellate purposes; preparing and submitting the Record on Appeal with the District Court of Appeal and/or the Supreme Court
• Maintains regular and punctual attendance.
• Maintains established organizational/departmental productivity standards.

• Complies with all company policies and procedures.
• Other related duties as assigned.

Minimum Required Qualifications:

• High School Diploma or GED.
• Proficient in various assignment related computer software programs to include Excel, Word, and Adobe.
• Ability to communicate effectively in both oral and written form and possess the ability to follow complex oral and written instructions.
• Ability to perform accurate computations and verification of data.
• Ability to work effectively both independently and with others.
• Ability to perform tasks with care and thoroughly, with a strong attention to detail.
• Ability to work well independently; self-motivated.
• Knowledge of a wide range of administrative and clerical procedures and systems such as word processing, managing files and records, transcription, designing forms, and other office procedures, office equipment and terminology.

• Ability to learn and understand specialized information, including codes, rules, policies, procedures, forms, and legal terms, and apply that knowledge in carrying out job assignments accurately and efficiently.
• Establish and maintain effective working relationships with team members, judicial officers, Court and County employees.
• Maintain confidentiality of Court documents and records.
• Work in an environment that includes frequent interruptions and simultaneous detailed attention to multiple tasks.

ADA Compliance:

The Okaloosa County Clerk of Courts is an Equal Opportunity Employer. ADA requires the Clerk of the Court to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss accommodations.

Equal Opportunity Employer:
The Okaloosa County Clerk of Court provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, the Clerk’s Office complies with applicable state and local laws governing nondiscrimination in employment in every location in which there are facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.