City of Santa Rosa is hiring: PROBATE CASE/LAW LIBRARIAN COORDINATOR in Milton

General Description

Assists probate judge, pro se litigants, attorneys and other system personnel related to probate and guardianship cases; manages law library.

Essential Functions

• Reviews file documents, checks time factors, ensures all mandatory requirements have been completed, flags essential documents and obtains additional documents from pro se litigants and attorneys as needed. Briefs judge(s) on cases.
• Assists general public, pro se litigants and other agency personnel by telephone and in person regarding probate and guardianship cases. Reviews Clerk of Court database system and/or other agency database systems and files to provide information and guidance; informs pro se litigants of additional requirements, issues or concerns related to their case. Coordinates information and procedures with other system agencies. Provides general information to the public to assist them with filing or follow‑up on probate and guardianship cases.
• Attends court hearings to assist the judge, collects and records information on Court's rulings, drafts court orders per judge's direction and distributes to litigants. Requests additional documentation as needed. Assists individuals and the Court with matters related to court procedures such as adherence to state and local procedures and mandatory requirements.
• Assists judge(s) with pre and post judgment orders, ex‑parte motions, written correspondence from pro se litigants and other matters related to processing and moving probate and guardianship cases to resolution.
• Tracks and monitors court ordered requirements and follows‑up with appropriate action to gain compliance or move cases toward disposition. Maintains status of all open files and provides status updates to attorneys. Administratively closes all files that remain open beyond the statutory time limit.
• Participates in educational training and workshops related to probate and guardianship matters. Serves as representative for the Probate Division on interagency committees or groups related to probate and guardianship issues and the courts.
• Reviews new legislation, forms, rules, and other mandates that require procedural and/or administrative changes. Performs research on laws and rules as needed.
• Communicates with supervisor and judge(s) on matters related to procedures and other areas requiring consideration, problem‑solving or other action.
• Maintains the law library.
• Maintains law library resource log and records.
• Assists the public and legal professionals with locating statutes, case law and other legal documents.
• Organizes and catalogs materials.
• Interacts with the public in an effective and courteous manner.
• Must demonstrate commitment to our mission, vision, values, and goals and represent the County in a professional, dignified manner at all times both in actions and appearance.
• May have a role in the County’s disaster preparation and/or disaster recovery efforts, as designated in the County Comprehensive Emergency Management Plan; may be required to work before, during and/or after an emergency.
• Must be able to meet minimum attendance standards.
• Performs related duties as required.

Physical, Visual, and Communication Skills

The physical requirements are of sedentary work and include exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Walking and standing are required occasionally. Requires repetitive motion of the wrists, hands and/or fingers. Requires fingering to include picking, pinching, typing or otherwise working primarily with fingers rather than with the whole hand as in handling. Requires close visual acuity to perform an activity such as preparing and analyzing data and figures, transcribing, viewing a computer terminal, extensive reading, visual inspection involving small defects, small parts, and/or operation of machines (including inspection), using measurement devices, and/or assembly or fabrication parts at distances close to the eyes. Requires the expression or exchange of ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to others accurately, loudly or quickly. Requires perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication and to make the discriminations in sound.

Environmental Conditions

The working environment involves everyday risks or discomforts that require normal safety precautions and is nearly absent of potentially disagreeable elements, such as irate customers, outdoor weather conditions, excessive noise, extreme temperatures, odors, dust, etc. The employee is not substantially exposed to adverse environmental conditions (such as in typical office or administrative work).

Required Knowledge, Skills, and Abilities

Knowledge of trial court (civil, criminal, domestic, probate and juvenile) rules and procedures; research methods and sources; business English, spelling, arithmetic and office practices and procedures; database software; internet, spreadsheet, word processing and presentation software; bookkeeping methods and relevant County ordinances and state and local laws. Required to operate a personal computer, calculator and word processing, spreadsheet and/or database programs; business writing; proofreading and editing. Required to conduct legal research; maintain detailed records; read and comprehend moderately complex instructions, short correspondence, and memos; write correspondence; to effectively present information in one‑on‑one and small group situations to customers, clients, and other employees of the organization; make arithmetic computations and tabulations accurately and with reasonable speed; express ideas effectively both orally and in writing; effectively represent the County and the department in answering questions, responding to inquiries, providing assistance, and dealing with concerns from the public, community organizations, other County staff and other agencies; handle sensitive matters with integrity and confidentiality; establish and maintain effective working relationships with judges, attorneys and the public.

Minimum & Preferred Qualifications

Bachelor’s Degree from an accredited four‑year college or university in Criminal Justice, Pre‑Law, Legal Administration, or closely related field; supplemented by six (6) months of progressively responsible experience assisting with probate cases, guardianship cases or other legal field; or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities. Experience with the operations of the Florida State Courts System in relation to probate and guardianship issues preferred. Must be computer literate. Experience with Microsoft Word is required. Experience with computerized legal research tools is required.

Licensure and Certifications

Requires a valid driver license at the date of hire and maintain said license while employed in this position. Legal Assistant, Research Assistant or Paralegal certification is preferred.

Benefits

• 11 paid holidays. 0‑4 years: earn up to 104 hours per year (4 hours per pay period). 5‑9 years: up to 130 hours per year (5 hours per pay period). 10‑14 years: up to 156 hours per year (6 hours per pay period). 15‑19 years: up to 182 hours per year (7 hours per pay period). 20+ years: up to 208 hours per year (8 hours per pay period). SICK LEAVE: up to 104 hours per year. HEALTH INSURANCE: choice among three health plan options. DENTAL INSURANCE: employee can purchase. VISION INSURANCE: plan may be purchased by employees. FLEXIBLE BENEFITS: health, dental, cancer, short‑term and long‑term disability. LIFE INSURANCE: free policy for $25,000. Supplemental life insurance: purchase through group rates. TAX‑FREE SPENDING ACCOUNTS: to help pay for health care and dependent care expenses. RETIREMENT: Florida Retirement System (FRS) membership; employees pay 3% of gross salary pre‑taxed with County matching; eligibility depends on option chosen and vesting period. DEFERRED COMPENSATION: tax‑deferred savings plan available, employee pays full cost. SOCIAL SECURITY: retirement, disability, and benefits. CREDIT UNION: banking services per credit union policy. JURY DUTY: paid leave. BEREAVEMENT LEAVE: up to three days for immediate family death. EMPLOYEE ASSISTANCE PROGRAM: free confidential counseling and referral service. UNIFORMS: free for required. EDUCATIONAL OPPORTUNITIES: tuition reimbursement. SICK LEAVE POOL: paid leave up to 480 hours for health emergencies.

Online application and complete job descriptions can be viewed at www.santarosa.fl.gov. A Drug Free Workplace/EQUAL OPPORTUNITY EMPLOYER. Veterans preference in accordance with Florida statutes.