Program Specialist (Guardianship) - Collier County

SUMMARY
This is a professional and highly responsible case management position within the Civil Division. This position works closely with the judiciary, court personnel, attorneys and community professionals. Additionally, this position works closely with Clerk of Court staff to thoroughly review guardianship cases to ensure that the wards in guardianship cases receive the care, representation and transparency of their guardians and all relevant parties. The Case Manager is responsible for monitoring guardianship cases for the completeness and timeliness of documents, accountings and compliance with the Court’s Policies and Procedures by guardians and/or attorneys as required by Florida Statute, the Rules of Civil Procedure and Florida Probate Rules. Work is performed under the supervision of the Civil/Family Division Director.
The core responsibilities for this position include: (1) Monitor and Assess Guardianship Cases; (2) Maintain Statistical Reports; (3) Establish and Maintain Professional Working Relationships; (4) Court Case Management and Attend Court Hearings; and (5) Other Duties as Assigned.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following duties are normal for this position.  The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.  

1. Monitor and Assess Guardianship Cases

• Work with Clerk of Court staff on cases with pre-existing issues which require Court review
• Monitor for timely submission of documents and accountings
• Assess guardianship reports and research information when requested by the judge
• Assess attorney fee petitions and forward to assigned judge with analysis. 
•  Assess other fees and expenses charged to the ward, as well as problems noted in the annual reports of guardians and audit reports of the Clerk
•  Assess cases for compliance with the Guardianship Policy and Procedure Manual at the request of the judge, Civil Manager, Division Director, Clerk of Court or other interested parties
• Upon request, discuss findings and analysis with the assigned judge
• Interact with attorneys for Guardians and Wards in a professional manner
• Refrain from giving legal advice and directives to persons who are responsible for the care and treatment of the Ward, but, instead, act in an information gathering capacity and report findings to the Court
• Prepare and submit confidential reports in writing to the court with assessments and recommendations

• Maintain accurate records of analysis conducted, cases opened and closed and appearances in court

• Establish and maintain professional working relationships with court personnel, law enforcement, the Department of Children and Family Services, the legal community and other professionals within the community relevant to any particular case

• Assist with Case Management Conferences 
• Process and prepare court Orders 
• Prepare other Orders as determined by the Judge
• Monitor Compliance with Court Orders
• Respond in a timely manner to inquiries from all parties directly related to case
• Attend court hearings of the Civil Magistrate and with the judiciary as needed

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed in this document are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Knowledge of: 

• Civil Case Management practices
• Civil and Probate law as it relates to Guardianship matters
• Basic structure of the Florida State Courts System 
• Court procedures and understanding of basic legal terminology
• Computer applications, including but not limited to: Microsoft Word, Excel and Outlook

• Work independently, and exercise discretion, impartiality, objectivity, confidentiality and sound judgment in handling all matters before the Court
• Provide effective, accurate, professional, polite, friendly, and prompt customer service to the public and other agency personnel, AOC employees, and the Judiciary
• Communicate clearly, concisely, and logically, both orally and in writing, with the public and other governmental and private agencies
• Prioritize and make efficient use of time
• Prepare accurate and detailed reports in a timely manner
• Maintain a courteous and professional demeanor at all times with the public and professionals
• Exercise discretion and maintain confidential information
• Efficiently operate a computer and utilize Microsoft Office Word, Excel and Outlook along with various other software programs and databases
• Maintain consistent and regular attendance Monday through Friday, which is required
• Travel throughout county, circuit, and state as necessary for meetings, site visits, and/or training

• Associate’s degree from an accredited college or university in public or business administration, criminal justice, psychology, sociology, pre-law or a closely related social science field preferred
• Professional work experience may substitute for the recommended educational level on a year-for-year basis  
• Probate or guardianship experience preferred

CERTIFICATES, LICENSES, REGISTRATIONS
Valid Florida Driver’s License

SUPERVISORY RESPONSIBILITIES
None

EQUIPMENT UTILIZED
Desktop/lap top computer, printer, multi-line telephone, copier, shredder, smartphone, tablet, and fax

LANGUAGE SKILLS
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, Florida Statutes, Administrative Orders, and governmental regulations. Ability to write reports, business correspondence, and procedure manuals.  Ability to effectively present information and respond to questions from court administration staff, supervisors, judges, attorneys, other governmental agencies, and the general public.

MATHEMATICAL SKILLS
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percent and to draw and interpret bar graphs and apply to practical situations.  Ability to calculate figure and amounts such as discounts, interest, commissions, proportions, and percentages.  Work with mathematical concepts such as probability and statistical inference.

PHYSICAL DEMANDS
While performing the duties of this position you are regularly required to walk, talk and hear.  You frequently are required to sit and reach with hands and arms, occasionally required to stand, and must occasionally lift and/or move up to 10 pounds.  Specific vision abilities required by this position include close vision, distance vision, and ability to adjust focus.  

WORK ENVIRONMENT
The noise level in the work environment is usually moderate. Travel inside and outside Lee County is required.  

REASONING ABILITY
Must be able to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.   Ability to deal with problems involving several concrete variables in standardized situations. Must be able to evaluate problems, isolate key issues, research and develop alternative solutions and to present management with recommendations that include, at a minimum, the advantages, the disadvantages, and the cost and staff impact of recommendations.