Civil Processing Clerk

GENERAL DESCRIPTION OF POSITION

A civil processing clerk performs specialized clerical work processing civil court documents, maintaining court records, and providing customer service in accordance with Florida Statutes, Rules of Court, and established procedures. They interact with attorneys, case parties, and the public while maintaining professionalism in high-pressure environments. Additionally, they oversee scheduling court proceedings, process court paperwork, and ensure compliance with legal procedures. This position requires attention to detail, strong organizational skills, and the ability to manage multiple priorities in a fast-paced environment.

ESSENTIAL JOB FUNCTIONS

The tasks listed below represent essential job functions and exclude the marginal functions of the position that are incidental to the performance of essential job duties. The Clerk may assign additional responsibilities related to the area of work as necessary or during a declared emergency.

• Review and process legal documents for multiple case types including evictions, foreclosures, civil complaints, and small claims matters.
• Review, evaluate, and process legal documents for compliance with court rules and procedures.
• Enter and update case information in the case management system.
• Process emergency motions and time-sensitive documents according to priority.
• Handle financial transactions including but not limited to escrow payments and filing fees.
• Prepare and process court documents including orders, summons, writs, garnishments, judgments and certificates according to statutory requirements while ensuring proper scanning, imaging and verification of all case-related materials.
• Assist with hearing preparations for courtroom proceedings.
• Manage electronic filing systems and maintain accurate digital court records.
• Manage case management tasks, including initiating, updating, reopening, and closing cases.
• Delivers professional customer service by responding to inquiries and providing assistance to diverse stakeholders through multiple communication channels.
• Maintain confidentiality and adhere to statutory requirements when handling sealed or confidential records.
• Perform extensive data entry and documentation, including typing correspondence and producing copies for case files.
• Sort, prioritize, and process post-court paperwork, escalating urgent items for immediate handling.
• Support training efforts, mentoring new hires and assisting in procedural improvements.
• Conduct quality control checks on scanned and electronically filed documents, correcting errors and ensuring legibility.

QUALIFICATIONS

Verifiable, related work experience may be substituted in lieu of postsecondary educational requirements if a candidate is otherwise qualified for the position. Prior experience working in a Clerk's office and with the current programs is preferred and may be given consideration in lieu of on the job experience. Related work experience may not substitute for any required licensure, certification, or registration required for the position. Substitution of postsecondary educational requirements is authorized as follows:

• Graduation from high school or possession of an accredited equivalency diploma.
• One (1) year of clerical or administrative experience required, preferably in a legal or governmental setting.

ESSENTIAL SKILLS AND ABILITIES

• Ability to communicate effectively in English, both orally and in writing, with a strong command of business English, spelling, grammar, punctuation, and legible penmanship.
• Excellent attention to detail and accuracy in handling records and documentation.
• Ability to work independently with minimal supervision while managing workload efficiently.
• Strong multitasking, prioritization, and time-management skills to meet deadlines in a fast-paced environment.
• Strong interpersonal skills to establish and maintain effective working relationships with the Clerk & Comptroller, administrative staff, vendors, stakeholders and staff.
• Organizational skills to track, manage, and maintain accurate case files and related materials.
• Adaptability to manage shifting priorities and respond to unexpected developments.
• Ability to comprehend and comply with state and federal regulations regarding confidential and sensitive data, retention requirements, and public records laws, including Clerk & Comptroller's restrictions on legal advice.
• Proficiency in data entry, information management, and computer applications.
• Ability to work effectively in a team environment, collaborate across departments, and engage in multiple initiatives simultaneously.
• Strong problem-solving skills to actively resolve issues and find solutions using available resources.
• Ability to provide training, guidance, and support to colleagues as needed.
• High ethical standards and professionalism in all interactions.
• Commitment to demonstrating and advocating for the organization's vision, mission, and values and fostering a positive, accountable, and service-oriented work culture.
• Possess the drive, energy, and the ability to accept and take on higher levels of responsibility.

PHYSICAL REQUIREMENTS

• Stationary Position: Ability to sit or stand for extended periods, especially during meetings and desk work.
• Mobility: Capability to move around the office, attend meetings in different locations, and travel as required.
• Manual Dexterity: Use hands and fingers to handle paperwork, type efficiently, and operate office equipment.
• Climbing or Stooping: Occasional bending, reaching, and kneeling for filing and organizing documents.
• Visual and Auditory Skills: Adequate vision and hearing to read documents, view computer screens, and communicate effectively in person and via various communication platforms.
• Communication: Speak clearly and effectively, both in person and over the phone, to communicate with team members, stakeholders, and partners.
• Lifting and Carrying: Occasionally lift and carry materials, documents, and office supplies (typically up to 25 lbs.).
• Cognitive and Emotional Skills: Maintain focus, attention to detail, and emotional composure, particularly in high-pressure situations.
• Repetitive Motions: Regular typing and data entry can involve repetitive hand and wrist movements.

Federal and state laws require an employer to attest in writing that all deputy clerks are legally authorized
to work in the United States. The Clerk is required to comply with E-Verify and Department of Revenue
reporting requirements. Deputy clerks are required to complete an I-9 form and produce documents
establishing both employment authorization and identity. The list of acceptable documents can be located
at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents - https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.

The Clerk utilizes the Florida Department of Law Enforcement (FDLE) FCIC/NCIC network and other
resources to conduct background checks on applicants selected as potential new hires. Deputy clerks
are required to submit verification of identity and undergo LiveScan fingerprinting prior to their first day of
employment. Fingerprints will be submitted to National Rap Back and are retained at FDLE and the
Federal Bureau of Investigations (FBI) for the purpose of providing notice of any subsequent
modifications to a deputy clerk's criminal history records. Fingerprints are retained for the duration of the
deputy clerk's employment. The Clerk will no longer have access to records upon separation of
employment.

Deputy clerks are required to report any incident involving an arrest or notice to appear for any criminal
charge against themselves as soon as practically possible. Employability and continued employment of
a deputy clerk who has a criminal record is decided on a case-by-case basis. Per the FBI's CJIS Security
Policy (Section 5.12.1) and the FDLE Criminal Justice User Agreement (Section III), agencies are
required to properly vet individuals prior to granting access to unencrypted CJI or to physically secure
areas where CJI is handled, processed, or stored. Records are subject to CJIS Access Review by FDLE.

The Clerk of the Circuit Court and Comptroller's office (Clerk) is a Drug-Free Workplace. This policy is
established pursuant to the drug-free workplace program under Fla. Stat. §440.101-102. During the
course of employment, all deputy clerks may be required to submit to a drug test(s) to detect the presence
or absence of any drug, including alcohol, or its metabolites which, by way of this policy, are prohibited.
The reasons for tests conducted include, reasonable suspicion, follow-up testing, post-injury/accident
testing, and negative dilute retests.