COURT PROGRAM SPECIALIST II

The essential function of this position within the Circuit is to assist judges and magistrates in the administration and timely disposition of cases in the civil, probate, guardianship, family, domestic violence and mental health divisions through case management, case monitoring, and program implementation. The employee in this position is responsible for providing information to and interacting with judges, trial court staff, attorneys, litigants, ancillary agency staff and the general public; reviewing filings; managing and preparing cases for court hearings; attending hearings and other trial court proceedings; maintaining a record/filing system; scheduling hearings; and performing related complex administrative support functions. The employee is also responsible for reviewing time standard reports and serving the court by reviewing court files for timely progression of cases.

Although the work is performed under the close supervision of the Director of Case Management, it requires independent judgment, attention to detail, consistent job performance, reliability, significant organization, excellent communication skills, and the ability to follow the limitations of service guidelines so that the unlicensed practice of law is not performed.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Duties and responsibilities relate to cases involving civil, probate, guardianship, involuntary civil commitment of sexually violent predators, and mental health cases.

Duties and Responsibilities - Court Program Specialist in the Circuit Civil Division:

• Serve as point of contact for litigants and attorneys requesting information on procedural issues, scheduling, and processing of orders for civil, probate, guardianship and mental health cases;
• Maintain positive interactions with judges, trial court staff, attorneys, litigants, clerks, ancillary agency staff, the general public and all other individuals involved in employee's daily interactions to ensure a positive and productive working environment;
• Serve as point of contact to initiate mental health Baker Act/Marchman Act, Risk Protection Order or involuntary placement procedures once new petitions have been filed with the Clerk.
• Monitor compliance with Jimmy Ryce cases and provide reports to assigned judge;
• Monitor compliance with probate 15-day Notice and set compliance hearings if necessary;
• Answer phone calls, emails and correspondence from litigants, attorneys and the general public regarding case status information and procedures;
• Prepare proper notices and orders as directed by the judges;
• Provide coverage for other court personnel located within the circuit when needed;
• Participate in councils and workgroups to exchange information, solve problems, and coordinate services.
• Attend and/or conduct staff and other professional meetings to train/provide information;
• Maintain daily, monthly and yearly statistics regarding the volume of cases handled by the program;
• Perform clerical support tasks, such as correspondence; create and maintain record systems for efficient case management;
• Attend professional seminars or conferences to improve skills and knowledge;
• Perform all other duties assigned and articulated by the Director of Case Management.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below 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.

EDUCATION and/or EXPERIENCE:

Bachelor's Degree in public administration, business administration, criminal justice, psychology, sociology, or a closely related field and three years of professional, administrative, analytical related experience is preferred; or equivalent combination of education and experience. Knowledge of court procedures is preferred.

A Juris Doctorate degree from an accredited law school may substitute for two years of the recommended experience.

Ability to handle matters with the professional manner required of court employees. Ability to communicate clearly both orally and in writing, with proficient spelling and grammar. Ability to concentrate and perform job duties in a stressful working environment. Ability to use a personal computer and navigate common software programs.

SKILLS:

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 professionally to questions from groups of managers, clerks, clients, customers, and the general public.

MATHEMATICAL SKILLS: Ability to calculate figures using addition, subtraction, multiplication, and division. May compute ratios, rates and percentages.

REASONING ABILITY: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

CERTIFICATIONS, LICENSES, REGULATIONS:

Notary Public or be able to obtain a Notary Public Commission within three months of hire.

Valid Driver's License in order to travel to all court facilities within the circuit.