Administrative Specialist II - Court Administration

Administrative Assistant II

The Twelfth Judicial Circuit is currently accepting applications for an Administrative Assistant II position in the office of Court Administration. This position serves as the administrative assistant for the executive office of the court in Sarasota County and is an administrative liaison to all judicial offices within the county. The primary focus of this position is to support the efficient operation of all courtrooms and court programs in Sarasota County.

Routine job duties include coordinating courtroom and meeting room schedules, facilities and security projects, assisting litigants with courthouse entry and Zoom hearings, and mail and supply distribution. The administrative assistant fulfills other administrative needs as they arise. This employee is the face and voice of the courthouse to members of the public who visit or call Court Administration and must treat all patrons with dignity, courtesy and respect. The administrative assistant should expect to field up to 20 phone calls per hour while performing other duties.

In addition to working closely with judges and judicial assistants, the Administrative Assistant II is relied upon by all court staff and stakeholders for regular information sharing and must develop working relationships with court staff, attorneys, deputy clerks, bailiffs, county facilities staff and the public. Priorities for this position change regularly, so the incumbent must be adaptable, be able to establish professional boundaries and prioritize work independently.

The ideal candidate for this position will have a proven work history that displays initiative, stellar interpersonal skills and the ability to problem solve and prioritize in a work environment that fluctuates between slow- and fast-paced. The administrative assistant will report directly to the Chief Deputy Court Administrator, however assignments may be delegated to the employee by the Chief Judge, Trial Court Administrator and other management within Court Administration. Attention to detail and the ability to communicate clearly, accurately and thoroughly is a must for this position. Most importantly, the administrative assistant must be able to work independently to contribute to the mission of the courts, which includes serving the public through equal access and ensuring justice can be administered.

Performs Court Administration clerical and administrative support by screening telephone calls and visitors, reserving meeting and/or deposition rooms, providing information to the public and resolving issues or directing caller/visitor to appropriate office or staff, processing incoming mail and delivery of supplies.

Serves as liaison to Sarasota County Facilities staff and Sarasota County Sheriff's Office. Sharing information, including facility and maintenance requests. Coordinates short-term and long-term facilities projects.

Responsible for conveying daily court schedule and any necessary adjustments to judicial security, court administration programs and Clerk's staff. Monitors and independently coordinates courtroom changes where needed (i.e. recording equipment malfunctions, senior judge becomes available to assist with trials, inmate scheduled to appear in courtroom that does not have holding cell). Maintains duty judge and weekend schedule for first appearances and assists in the coordination of replacement coverage when needed.

Coordinates special projects designed to enhance or improve court operations.

Work Hours: Monday – Friday, 8:00 a.m. – 5:00 p.m.

Minimum Qualifications: A High School Diploma or GED with 2 – 5 years of administrative and computer experience. College course work in Business from an accredited college or university preferred. Related professional certification preferred. NOTE: One-year of college may substitute for one year of experience.

Job Competencies: This position requires basic knowledge of the legal system, court processes and procedures, and the following knowledge, skills, and abilities: ability to work independently; plan organize and complete special assignments with minimum supervision; maintain effective working relationships with other court personnel, outside agencies, legal professionals and general public; maintain confidentiality concerning sensitive information; work under pressure and meet deadlines; establish work priorities; compose, proofread and edit correspondence and reports; communicate clearly and effectively; knowledge of the rules of English grammar, spelling and punctuation.

Pay: $17.09 – $21.01