(Temporary) Judicial Assistant

Eleventh-Judicial-Circuit-of-Florid; Miami (FL); On-site; USD 40,000 - 56,000; Full time

Job summary

Eleventh Judicial Circuit of Florida is seeking a Judicial Assistant to provide administrative support to a judge’s office. The role involves screening calls, coordinating hearings, maintaining calendars, and drafting confidential documents with discretion in a fast-paced court environment.

Ideal candidates have strong English, organizational, and typing skills, plus experience with court procedures and MS Office.

Qualifications

• High School diploma or GED.
• Two years of college or vocational education in paralegal, secretarial studies, or closely related field.
• Three years of related experience.

Responsibilities

• Screen calls and visitors for the judge's office and route to proper personnel.
• Assist judge and litigants with court procedures and scheduling conflicts.
• Perform routine clerical tasks and data entry with confidentiality.
• Review case files for accuracy and prepare calendar and orders.
• Maintain dockets, continuances and trial orders; coordinate hearings.
• Draft correspondence, notices, orders and reports with discretion.

Skills

Interpersonal skills

Clear communication

Calm under pressure

Confidentiality

English proficiency

Typing skills

Court procedures

Scheduling

Self-motivation

Office equipment operation

Education

Two years of college or vocational school in paralegal/secretarial studies

Tools

Microsoft Office 365

Outlook

Word

Excel

PowerPoint

Zoom

CJIS

Odyssey

E-Filing

Mocha

Job description

Salary is Non‑Negotiable. The successful candidate will be hired at the minimum salary.

This position is responsible for providing administrative and clerical support to a division or to the assigned county or circuit court judge’s office. Work is often sensitive and confidential in nature, involves displaying initiative, good judgment, professionalism, neatness, strong work ethic and organizational skills, following-through on different assignments, ability to multi-task and readily adapt to fast-paced environments. The Judicial Assistant must observe high standards of conduct. Frequent working contacts are made with Judges, the Clerk of Courts, Administrative Office of the Courts, State Attorney's Office, Public Defender's Office, private attorneys, law clerks, state and local law enforcement agencies, witnesses, bailiffs, criminal justice and social service professionals, news media and the general public. Assignments are coordinated through the Administrative Office of the Courts Human Resources Division and work is performed under the immediate supervision of the assigned judicial officer or Division Director.

• Screens telephone calls and visitors for the judge’s office; provides information, resolves issues, directs callers/visitors to proper personnel or agency, or takes messages.
• Acts as the judge’s liaison to assist and inform litigants, attorneys, law enforcement personnel, and witnesses concerning court procedure and policy.
• Interacts with attorneys and litigants to resolve problems such as scheduling conflicts or other case-related issues.
• Performs routine clerical tasks such as reviewing, distributing, and responding to incoming mail, completing data entry, ordering office supplies, maintaining files/records, faxing and/or making photocopies.
• Reviews case files for accuracy, format compliance and completeness before scheduled hearings.
• Prepares and manages the judge’s court and professional calendar coordinating and scheduling motions, pre-trial hearings, trials, conferences, and committee meetings.
• Provides organizational support for the judge’s caseload, including preparing orders, docketing jury instructions and a list of pending cases; providing instructions to jurors; and coordinating in-house services, such as interpreters.
• Maintains trial dockets, continuances, and trial orders; and assists attorneys with procedures on filing motions and scheduling hearing dates.
• Composes and/or edits correspondence, memoranda, notices, orders, reports, e-mails, and other documents with strict confidentiality.
• Prepares yearly financial disclosures forms; makes travel arrangements and processes travel vouchers.
• Research information on hearing dates for other agencies; and prepare notices of hearings for cases set on the calendar by the judge.
• May conduct limited case law research using an electronic database such as LexisNexis.
• Attends technical or professional workshops or seminars to improve professional skills.
• Performs other related work as required.

• High School diploma or GED.
• Two (2) years of college or vocational school education in paralegal, secretarial studies, computer operations or closely related field.
• Three (3) years of related experience.

Knowledge, Skills, and Abilities (KSAs):

• Excellent interpersonal skills.
• Ability to communicate clearly and concisely, orally and in writing.
• Ability to handle individuals who are under stress with courtesy, tact, and patience.
• Ability to handle sensitive matters with integrity and confidentiality.
• Thorough knowledge of business English, spelling, and punctuation.
• Excellent legal secretary, administrative and typing skills.
• Working knowledge of trial court rules and procedures.
• Ability to operate standard office equipment including personal computers, word processing software and data entry applications for case management.
• Excellent computer software knowledge utilizing Microsoft Office 365, to include, but not limited to Outlook, Word, Excel, PowerPoint, and Zoom; courtMap, Criminal Justice Information System (CJIS), Odyssey, E-Filing, and Mocha.
• Ability to organize and coordinate schedules of various individuals and/or groups on the court calendar.
• Ability to be a self-starter, recognize and establish work priorities, and work independently with minimal supervision.

Working Conditions:

• Moderate noise; business office setting.

Physical Demands:

• Work involves a significant amount of standing, walking, sitting, talking, listening, and reaching with hands and arms; must be able to transfer up to 10 pounds.