This is a mid-level clerical position in the Courts Department. General Duties include operation of court computer applications, data input, operation of office equipment, opening and processing of incoming mail, answering customers inquiries, filing, issuing court orders, and related general office clerical activities. The work is performed under general supervision and reviewed by observation, exception reports, and sampling by a Division Supervisor.

Representative duties and tasks expected of a Court Specialist II are listed below. They do not include marginal tasks that are also performed but are incidental to the primary functions. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position, nor does every position allocated to the class necessarily perform every duty listed.

• Perform all Court Specialist I functions
• Provide coverage for Court Specialist I duties within our unit when needed.
• Ability to monitor the Circuit Civil, County Civil, and Small Claims e-file work queues and assist with the oldest pending work as part of the backup team
• Update court database systems with court actions not limited to:
• Carrying out the role of a Deputy Clerk in issuing the following pleadings: indigent applications, clerk defaults, writ of replevins, writ of possessions, writ of bodily attachments, writ of garnishments, continuing writ of garnishments, writ of executions, certificate of non-appeal, certificate of mailing, notice of action, certificate of sale, certificate of title, and certificate of disbursement and approving bonds.
• Review and execute all requirements of judiciary court orders and judgements within court cases.
• Process and receipt payment types to include credit/debit card via phone and check/money-order via mail or in-person.
• Notify customers of pending filing fees, set-up payment plans and/or refer case to collection on non-payments.
• Post certified funds and/or cash bond payments into the court registry and process payment disbursements from the registry per court order(s).
• Maintain the current information of parties and/or attorneys of record per court filings.
• Maintain the current information of court events by setting or cancelling hearings, case management conferences, order to show cause, pre-trials, nonjury, and jury events per court filings, court orders, and/or Judge instructions.
• Process judgement payoff requests and satisfaction of the judgement through the Clerk’s Office.
• Record documents per payment and/or governing statutes.
• Set active process for warrants/capias/bodily attachments and update court database systems per court order.
• Seal cases per court order and/or governing statutes.
• Set case tasks (10, 30, 60 days) to monitor further events: maintain seal, issuance of a pleading, extension of time and dismissal of service.
• Maintain confidentiality and redact items per statutes.
• Maintain the current disposition of cases: open, closed, and re-opened by court filings and court orders by the governing summary reporting system (SRS).
• Transfer cases per court order to other counties and/or case type within our court.
• Prepare and provide customers with general correspondence letters relating to the following but not limited to: notice of hearings, notice of inquiries of cases status, certificate of compliance of lien, letters of additional fee graduated per judgement, notice of non-confidentiality, notice of dissolution or writ of garnishment, notice of recording foreign judgement, and civil judgment satisfaction by the clerk.
• Provide customer service via phone, online chat, e-mail, and/or in-person by assisting customers at the Help Center and/or Front Counter with general questions relating to case filings and forms for Circuit/County Civil and Small Claims on an as needed basis.
• Use problem solving techniques to resolve problems and answer questions.
• Interact with other governmental agencies, judges, attorneys, court staff, and the general public.
• Document, flow chart and analyze procedures and recommend improvements
• Master assigned division’s computer application.
• Ability to perform all designated duties related to the foreclosure cases not limited to: docketing, sale payments, conducting sales, processing sale forms, cancelation of sales and rescheduling sale, issuing certificate of title and disbursement of sale funds.
• Ability to perform all designated duties related to the eviction cases not limited to docketing, setting expedited hearings, emergency pleadings, issuing writ of possessions and managing county civil court hearing calendar.
• Regular attendance is required.
• Cross train for Court Specialist III duties at the direction of the supervisor.

EDUCATION and/or EXPERIENCE:

Graduation from a community college; graduation from high school and two years of office clerical experience will substitute for the two years of college.

LICENSURE or CERTIFICATION REQUIREMENTS:

May require a driver’s license if assigned to transport files among facilities or assigned to a remote office.

KNOWLEDGE, SKILL, and ABILITIES:

Knowledge of general office policies and procedures. Good knowledge of business English, spelling and punctuation. Knowledge of filing systems and basic records management processes. Ability to effectively communicate, both orally and in writing. Ability to interact with the general public, judiciary and others in a professional, courteous manner. Ability to establish effective working relationships with co-workers. Advanced skills in the operation of a personal computer, scanner, and printer; basic knowledge of Microsoft Word and other office automation products; and the ability to learn specialized, complex court and records management computer applications. Ability to perform routine administrative support activities.

LANGUAGE SKILLS:

Interpret and apply applicable laws, rules, regulations and policies. Effectively use business English, spelling, grammar, punctuation and proofread. The ability to write routine reports and correspondence. Ability to read and comprehend simple instructions, short correspondence, and memoranda. Ability to write simple correspondence. Ability to effectively present information and respond to questions from individuals and/or groups. Ability to interact comfortably with all levels of staff in the organization.

REASONING ABILITY:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to resolve routine and non-routine problems in a professional, standardized manner. Ability to work independently. Ability to be able to interact effectively with other staff and the public. Ability to interpret assignment needs and to communicate effectively with employees and management. Ability to read and interpret documents such as: court pleadings both hand-written and typed, memoranda, calendars and procedure manuals.

MATHEMATICAL SKILLS:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to calculate rates, ratios, and percentages. Ability to use a calculator.

OTHER SKILLS and ABILITIES:

Possess integrity and honesty sufficient to properly manage confidential documents and collect appropriate fees. Ability to get along with and work closely with other employees in an open office environment.

PHYSICAL DEMANDS:

The employee must be able to sit for prolonged periods of time, perform repetitive actions and motion of one or both hands, lifting up to 65 pounds, bend/squat/kneel, hear ordinary conversation and office sounds, conduct verbal communication in person and on the phone, and prepare and read written communication by hand and on PC.

301 South Monroe Street
Suite 100
Tallahassee, Florida, 32301