Court Record Specialist 1 - Central Depository (Clerk of the Court and Comptroller)

Minimum Qualifications

High school diploma or GED. Six months of clerical experience are required. Completion of college coursework may substitute for the required work experience on a month-for-month basis. Must be able to work all shifts and/or weekends.

Recruitment Notes

This role performs entry level clerical work within court operations in the Clerk of the Court and Comptroller (COCC), which involves moderately complex tasks and problem-solving, as well as typewriting and data entry. Although employees in this class perform duties involving data capture and entry, the primary focus of the role is on the wide variety of clerical tasks performed which require the application of independent judgment and clerical knowledge. Employees are closely supervised until they learn the more complex aspects of the job. Thereafter, they receive additional instructions only when there are changes to established procedures. Work is reviewed by a supervisor through observation of operations and periodic audits of work performed.

This position involves clerical and public‑contact work, supporting the processing and recording of legal documents and various filings, including the administration of oaths. The position also provides customer service to the public, including guiding self‑represented litigants through established filing procedures and responding to inquiries regarding court processes. Work requires knowledge of applicable Florida Statutes, Rules of Procedure, and departmental regulations. Employees may also assist with paralegal‑level processes, fee calculation and collection, and the training of new staff. Supervision is received from an administrative or technical superior who reviews work for accuracy, completeness, and adherence to established procedures.

PREFERRED QUALIFICATIONS

• Experience in a court quasi-judicial, public hearing, or law enforcement environment is preferred, or serving in a temporary courtroom clerk capacity within the COCC, or having completed a COCC Internship Program.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Reviews file for cases on assigned court calendar; assures that certain documents and files are in appropriate order for use of the Court.
• Dockets daily incoming pleadings and maintain updated records.
• Retrieves pleadings, orders, and exhibits from the e-filing portal, print, and distribute to appropriate units.
• Perform document- capture content management (DCCM) tasks, including preparing, scanning, indexing, and approving documents.
• Files, scans, retrieves, and updates official court records
• Issues notices, summonses, subpoenas, and other court-related documentation
• Certifies documents and completes record checks as required.
• Emails case information to relevant agencies in a timely manner.
• Ensures proper coordination with other units and divisions for case processing.
• Receives and processes payments for court fees and costs.
• Manages cash transactions accurately and responsibly
• Creates and manages cases for court
• Prepares calendars for various hearings.
• Transfers cases to the appropriate departments
• Responsible for answering incoming calls, providing information, and directing callers to the appropriate staff.
• Assists the public in a variety of civil court or other legal matters in a central court administrative office.
• Processes payments and ensures that all related receipts are accurately prepared or verified
• Serves in a unit engaged in paralegal processes
• Assists clerical employees in matters concerning the routine typing and processing of documents according to established procedures, trains new employees.
• Performs related work as required.

KNOWLEDGE, SKILLS, AND ABILITIES

• Ability to meet and deal effectively with the general public and to use tact and good judgment.
• Ability to make decisions in accordance with procedures, laws and regulations and to apply these to work problems.
• Knowledge of established procedures and workflow in the area of assignment.
• Knowledge of the form and use of various legal instruments pertinent to the area of assignment.
• Knowledge of back office and public service procedures.
• Ability to process court documents efficiently, accurately, and independently.
• Ability to apply procedural knowledge in public service work.
• Effective communication skills for interacting with judges, law enforcement personnel, jurors, attorneys and the public.
• Ability to prepare required reports completely and accurately.
• Strong attention to detail when reviewing case files and legal documents.
• Ability to maintain confidentiality and safeguard sensitive or legal information.
• Ability to maintain composure and professionalism when working with distressed, confused, or confrontational individuals.
• Ability to manage multiple tasks efficiently while handling simultaneous responsibilities.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS

Work is primarily performed in an office, public service areas, and/or courthouse environment, with extended periods at a computer or behind a front desk serving the public. Duties may involve light lifting (up to 10 lbs), and sitting or standing for extended periods.

NOTE

This description is a representative summary of major job duties. Additional responsibilities may be assigned as necessary.

For questions regarding this job posting, applicants may contact the Clerk of the Court and Comptroller Human Resources Department at hr@miamidadeclerk.gov.