Court Records Specialist 2 - Central Depository (Clerk of the Court and Comptroller)

Minimum Qualifications

High school diploma or GED. Six months of advanced clerical 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 specialized clerical, records-processing, and public contact work within court operations in the Clerk of the Court and Comptroller (COCC). Employees in this classification may provide technical guidance to subordinate clerical or specialized staff and/or perform non-supervisory work requiring considerable knowledge of departmental procedures, regulations, and applicable Florida Statutes related to case records, payments, and disbursements. Work requires accuracy, attention to detail, sound judgment, and the ability to interact effectively with the public, the courts, and internal staff.

This position involves specialized clerical and public‑contact work which could include some supervisory responsibilities. The role could also provide direct technical supervision to a group of specialized and clerical employees engaged in office setting related administrative functions, ensuring the delivery of accurate and efficient support to judges, attorneys, and the public. Responsibilities include monitoring and auditing work performance, assisting staff with complex procedures, and serving as a resource on established regulations, departmental procedures, and relevant provisions of the Florida Statutes. The employee trains new staff, assists with scheduling, prepares or finalizes operational and statistical reports, and may act as supervisor in the absence of higher‑level personnel. Work requires independent judgment in guiding subordinates, resolving procedural issues, and maintaining the quality and accuracy of case processing. Supervision is received from an administrative or technical superior through observation and review of completed work for effectiveness, compliance, and overall performance.

PREFERRED QUALIFICATIONS

• Experience in a court quasi-judicial, public hearing, or law enforcement environment is preferred, especially working as a Court Records Specialist 1, serving in a temporary courtroom clerk capacity within the COCC, or having completed a COCC Internship Program.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Review, process, and update court records, filings, payments, and disbursements with a high degree of accuracy and compliance.
• Perform advanced clerical tasks such as imaging, indexing, docketing, reconciliations, and record retention activities.
• Assist employees with complex or unusual case‑processing issues, identifying errors and taking corrective action as needed.
• Trains new employees in activities assigned to the unit.
• Assists with scheduling, file maintenance, records management, and other administrative support functions, as needed.
• Coordinates activities with judges and legal secretaries to schedule hearings, obtain files from chambers, clarify court documents or obtain other required information.
• Assist with preparing and maintaining operational, statistical, and performance reports.
• Audits the work of specialized clerks, ensuring that that calendars, dispositions and computer-generated information is accurate.
• Ensures that cases referred to the other areas are removed from the computer listing.
• Performs related work as required.

KNOWLEDGE, SKILLS, AND ABILITIES

• Working knowledge of Florida Statutes, Rules of Court, and departmental policies governing court records, fees, payments, disbursements, confidentiality, and retention schedules.
• Some knowledge of supervisory principles and practices.
• Ability to carry out a variety of clerical details with a high degree of accuracy, speed and independence of action.
• Effective communication skills for interacting with judges, law enforcement personnel, jurors, attorneys and the public.
• Knowledge of professional standards for assisting the public, attorneys, justice partners, and court personnel in person, by phone, and via digital channels.
• Knowledge of case management systems, e-filing/e-service platforms, document management/imaging software, and common office applications (e.g., Excel, Word, email).
• Knowledge of cash-handling controls, receipting, reconciliation, and audit requirements for fees, fines, and disbursements.
• Ability to establish effective working relationships with coworkers, judiciary, justice partners, and the public.
• Ability to read, interpret, and apply knowledge of a wide variety of statutes, regulations, court rules, and procedures accurately and with good judgement.
• Ability to compile data accurately.
• Ability to train and supervise technical work of other employees in a variety of court processes.
• Strong attention to detail when reviewing case files and legal documents.
• Ability to follow established processes, maintain confidentiality, and handle sensitive 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.