SPECIAL MAGISTRATE PARALEGAL
PG 18 ($21.32 - $31.87)
Full Time Monday-Friday 8:00 am - 5:00 pm
Must have the physical, developmental and mental ability to perform job tasks, work efforts,
responsibilities and duties of the job illustrated below:
Performs paraprofessional, legal support services for the Code Enforcement Special Magistrate and
serve as an assistant. Processes documents related to cases from outside attorneys who represent
respondents involved in a code enforcement action. Employee(s) assigned to this
classification perform a variety of specialized tasks involving preparation of case files
and legal documents, computerized and traditional legal research, case management and general
administrative assistance for Code violation cases identified by the Code Enforcement Division for
public hearing before the Code Enforcement Special Magistrate.
• Receives, reviews and processes statements of Code Violation cases, appeals,
reduction and partial release of lien requests, and requests for miscellaneous related
hearings. Records orders in official records as a part of a real estate transaction or change in
ownership, as applicable.
• Prepares and distributes/publishes hearing docket/agenda for cases to be heard as
directed by the Code Enforcement Division staff.
• Confers with Code Enforcement Division staff, citizens, attorneys, title
companies, etc., regarding process of service, fines, liens, and services provided on cases.
• At the direction of the Code Enforcement Division management, monitors, coordinates
and responds to outside counsel in processing related litigation matters.
• Researches and prepares notices for orders, liens, agendas and recording of
documents in official record on cases in a timely manner and responds to such documents.
• Handles administrative processing (set-up, review and maintenance) of monthly case
file(s), including record keeping systems, factual investigation, collection and
preparation of necessary support documents, and intermediate case management responsibilities
including but not limited to the routing of correspondence to interested parties,
calendaring and scheduling all hearing dates, deadlines, depositions and hearings.
• Schedules cases to be reviewed and heard by the Code Enforcement Special Magistrate,
and Hearing and Appellate Officer(s).
• Receives, labels and files documents and other related physical evidence presented at
hearings. Obtains copies of recorded legal documents from the Clerk's office.
• Serves as recording Secretary for Code Enforcement Special Magistrate and
Appellate Special Magistrate hearings. Coordinates and schedules meetings timely and properly
notice meetings, attend meetings, take and transcribe minutes of monthly hearing and
file and maintain records until required destruction date.
• Assembles materials and packets for hearings and related proceedings.
• Conducts computerized and traditional research as assigned and summarizes
• Prepares and ensures timely filing and mailing of notices, subpoenas,
orders and other documents necessary to conduct the business of both the Special Magistrate and
the Appellate Special Magistrate.
• Works with finance to oversee payment schedule for cost of enforcement on Magistrate
cases and lien notices for unpaid costs recorded as a lien. Responsible for recording negotiated
payment schedule, receipt of payments of fee/fines, and upon compliance, issue Satisfactions and/or
Releases of Liens.
• Reviews, as needed, legal documents such as orders, foreclosure, title, summary
judgements, and other related case documents and filings/responses/pleadings to ascertain their
accuracy, legality and conformance to related cases.
• Updates database workflow with information and documents relative to hearing
outcomes, fines, liens, and satisfactions.
• Records and updates the terms of Board Members and Hearing Officers,
prepares and completes paperwork for appointments, annual Lay Board form, and
• Assist supervisor with administrative duties. Performs other legal support services
and related duties for the Special Magistrate and/or the Appellate Special Magistrate, as directed
by the Code Enforcement Division management.
• Communicates with the public, Board of County Commissioners, administrative staff,
and co-workers via telephone, e-mails, correspondence and/or in person according to established
office procedures, providing information and/or responding to inquiries as directed.
• Provides cross training of support staff, and maintain and update policies and
procedures in respected area of expertise.
KNOWLEDGE, ABILITIES AND SKILLS
Considerable knowledge of: (1) legal secretarial practices and procedures, legal
business English, punctuation, spelling and business arithmetic (2) applicable laws, ordinances,
and general regulatory codes enforced by the Code Enforcement Division; (3) basic legal
forms and documents; (4) the Florida court system and the Florida Rules of Civil Procedure.
Knowledge of and familiarity with the organizational structure of the Code Enforcement Division.
Knowledge of legal research procedures and techniques, office practices and procedures,
filing systems and record keeping methods, practices, procedures and management. Knowledge of rules
and regulations governing Code Enforcement board responsibilities. Ability to meet and
deal courteously and work effectively with co-workers, officials and the public. Ability
to work independently and adhere to prescribed routines, and County policies and practices.
Ability to research, analyze and condense large amounts of information into clear, concise form for
Special Magistrate review. Ability to conduct traditional and online legal research. Ability to
prepare and draft routine documents and compose business letters, memorandums and other
related correspondence and reports. Ability to take and prepare meeting minutes.
Ability to communicate effectively, both orally and in writing. Ability to maintain an
effective working relationship with the public and other employees. Ability to exercise good
judgement and discretion in applying and interpreting organizational rules, regulations,
policies and procedures. Ability to develop effective work methods and procedures.
Ability to use personal computers, including legal formatting and word processing related software
and other office equipment utilized by the work unit. Ability to prepare or draft routine documents
and compose business letters, memorandums and related legal materials. Ability to
operate and provide general care and maintenance of office machines and equipment. Ability to take
and prepare meeting minutes. Ability to make mathematical computations and tabulations accurately
Associate degree from an accredited college or university in Paralegal Studies and at least two (2)
years' experience as a law clerk or a paralegal;
Graduate of an accredited four (4) year college or university with a bachelor's degree in English
or a related field, and one (1) year of experience as a law clerk or paralegal;
An equivalent combination of education, training and/or experience including a minimum of five (5)
years' experience as a law clerk, paralegal or legal secretary with an emphasis on civil
Must be able to utilize all features afforded by word processing software and other required
computer software and equipment utilized by the work unit.
Must have a valid driver's license and be able to secure a valid Florida driver's license at the
time of employment within this classification.
A comparable amount of training and related experience may be substituted for the
Prefer applicants who have experience in, and a working knowledge of, Florida local government law
and related legal issues.
Bilingual - Spanish/ English
Must qualify to receive a commission as a Notary Public.
This position may be required to report for work when a declaration of emergency has been
declared in Polk County.