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program assistant

2 months ago

Miami, Florida, United States State of Florida Full time

Requisition No:

Agency: State Courts System

Working Title: PROGRAM ASSISTANT

Pay Plan: State Courts System

Position Number:

Salary: 32,760.00

Posting Closing Date: 06/26/2024

Total Compensation Estimator Tool

Program Assistant - Mediation/Arbitration Division (State Funded)


Applicants interested in the position should also submit an online application on the Eleventh Judicial Circuit's website. To apply for this position, visit:

Salary


$32,760.00 Annually

Job Type


Full-Time

Location


Miami-Dade Children's Courthouse, 155 NW 3rd Street, Miami, 33128, Florida

Division


Mediation/Arbitration Division

Description

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

The essential function of the position is to provide assistance in the Mediation/Arbitration Division. The position is responsible for assisting with programs, performing clerical tasks, and providing customer service. The position works under the general supervision of the Division Director.

This position is eligible for a hybrid remote work/onsite schedule as outlined by existing Circuit policies and procedures.



Responsibilities:
  • Serves as receptionist, answers telephone, greets visitors, and provides information by directing customers to proper personnel/department, or takes and disburses messages.
  • Performs clerical tasks, such as preparing correspondence; setting up and maintaining filing/record systems; processing mail; preparing and distributing reports; requesting, pick up and distributing files; faxing or photocopying documents.
  • Maintains the 'wheel' of private mediators and arbitrators; enters and maintains information on each mediator/arbitrator and assigns cases from the rotation list; makes copies and notifies everyone involved in cases.
  • Schedules mediations, maintains calendar, calls parties involved to coordinate schedule, and sends out appointment letters.
  • Assists with coordination of mediation for pro se litigants.
  • Interacts with other courts personnel, attorneys, outside agencies and the public to facilitate task completion.
  • Orders and maintains an adequate supply of office materials and supplies; and coordinates and oversees all unit repairs.
  • Travel to court locations serviced by the Mediation Division is required.
  • Performs related work as required.

Qualifications:
  • Graduation from a two-year college or vocational school education in office, secretarial skills, or a closely related field. Work experience can be substituted on a year basis for Graduation from a two- year college or vocational school education in office, secretarial skills, or a closely related field.
  • Two (2) years of related experience.
  • Paralegal Certificate preferred.
  • Bilingual in English/Spanish preferred.

Knowledge, Skills and Abilities (KSAs):

  • Thorough knowledge of modern office practices, procedures, equipment, and systems.
  • Thorough knowledge of business English, spelling, punctuation, arithmetic, and bookkeeping practices.
  • Considerable knowledge of personal computer application software such as Microsoft Office Suites, to include, but not limited to Word, Excel, Outlook, Zoom, Teams, PowerPoint, etc.
  • Ability to use, plan and prepare reports and charts in a variety of formats.
  • Ability to organize work, establish priorities, and meet deadlines.
  • Ability to make varied decisions in accordance with established policies and procedures.
  • Ability to use independent judgment and discretion concerning confidential information.
  • Ability to establish and maintain administrative, fiscal, and general records and to prepare reports and answer questions from records.
  • Ability to compose correspondence on routine matters and to perform routine office management tasks without referral to supervision.
  • Ability to establish and maintain effective working relationships with the judiciary, court administrative personnel, vendor representatives and other private and county agencies' staff.
  • Ability to communicate clearly and concisely, orally and in writing.
  • Ability to deal tactfully with the public.
  • Ability to operate a personal computer, data entry equipment, and other standard office equipment accurately and rapidly.
  • Ability to perform tasks with minimal supervision.
  • Excellent customer service skills.
  • Ability to anticipate the needs of the division.

Working Conditions/Physical Demands/Licenses Certifications:

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. Valid Florida driver's license and automobile insurance.

Licenses Certifications:

  • Valid Florida driver's license with an approved insurance carrier required if personal vehicle will be used to travel between courthouse locations.


The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.

The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section , F.S., Drug-Free Workplace Act.