State of Florida is hiring: OPS SECRETARY SPECIALIST - 80900299 in Key West

Requisition No: 841474

Working Title: OPS SECRETARY SPECIALIST - 80900299

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LOCATION, CONTACT AND SALARY INFORMATION:

Location: Department of Juvenile Justice, Probation & Community Corrections - Circuit 16 - Key West, Florida

DESCRIPTION:

This work is providing clerical support by performing routine clerical and administrative functions utilizing various computer systems to include: drafting correspondence, preparing reports, handling information requests, assisting constituents, date stamping incoming mail, scheduling appointments, conference calls and meetings, organizing and taking minutes.

Additional tasks may also include fiscal responsibilities (ordering goods, maintaining supplies, paying bills), maintaining records management and electronic files, as well as greeting and receiving visitors and providing information as the receptionist. Other miscellaneous general office duties may also be required as needed by Administration.

This position may require flexibility with the work schedule.

DUTIES AND RESPONSIBILITIES:

1. Schedules appointments and makes all travel arrangements for the Juvenile Probation Officer Supervisor and staff.
2. Answers all incoming calls, accurately takes and distributes messages, and provides assistance to staff, clients and visitors.
3. Greets all guests in a polite and courteous manner and directs them to the appropriate staff, program, or resources.
4. Maintains accurate inventory of supplies for the unit, ensures proper functioning of all office equipment and makes arrangements for service calls whenever necessary.
5. Tracks usage of postage meter and ensures adequate postage on hand for the circuit.
6. Receives and reviews all incoming mail and correspondences for the Juvenile Probation Officer Supervisor and staff.
7. Prepares responses as deemed necessary and forwards any pertinent correspondence to Juvenile Probation Officer Supervisor and staff.
8. Maintains a file of all correspondence and sorts, stamps, and directs outgoing mail.
9. Types correspondences, reports, records, orders and other office documents from rough drafts, notes and oral instructions and submits in a timely manner.
10. Proofreads all typed assignments and correspondence for JPOS and JPOs of the unit as needed.
11. Ensures correspondence is free of misspelled words, grammatical errors or visible corrections prior to submittal for approval of final draft.
12. Attends all staff and departmental trainings and meetings as required. Completes a minimum of 24 hours of training annually.
13. Operates a variety of general office equipment such as copy machine, typewriter, personal computer terminal, fax machine, etc.
14. Provides customer service to internal and external customers.
15. Experience using Microsoft programs to perform routine clerical and administrative duties.

This position must comply with the requirements set forth in Section 215.422 Florida Statutes, Prompt Payment Compliance Law.

MINIMUM QUALIFICATIONS FOR THIS POSITION INCLUDE THE FOLLOWING REQUIRED ENTRY LEVEL KNOWLEDGE, SKILLS AND ABILITIES:

1. A high school diploma or its equivalent.
2. Knowledge of the Department's Policies and Procedures; Statutory requirements relating to Probation; and basic computer skills.
3. Ability to write professionally using proper spelling, grammar and punctuation; manage time and prioritize workload issues; and operate a computer and basic computer software.
4. Ability to effectively communicate, verbally and in writing with staff, youths, and parents; manage time and workload issues in order to complete all assignments and deadlines within the allotted time frames; use JJIS, the Department's information system; and operate basic computer software packages such as E-mail and Internet Explorer.
5. Ability to maintain an orderly office environment, and provide excellent customer service and always be a team player.
6. Knowledge of standard business formats, styles for letters and business forms, and basic filing practices.
7. Knowledge of the techniques for handling telephone calls in a courteous and efficient manner.
8. Ability to organize files and other records, and plan, organize, coordinate work assignments.

PREFERRED QUALIFICATIONS:

1. Two years of secretarial or clerical work experience. College education from an accredited institution can substitute at the rate of 30 semester or 45 quarter hours for each year of the required experience.
2. Experience using Microsoft programs to perform routine clerical and administrative duties.
3. Experience in performing fiscal, personnel, purchasing, reporting, and other major office functions.
4. Experience providing support to a work unit/group.
5. A valid driver's license.

SPECIAL NOTES:

All prospective candidates will be subject to a sex offender check, criminal background checks (state, local, and national) and pre-employment drug screening for direct care positions. DJJ participates in E-Verify (Employment Eligibility).

When identified on a position description, a valid driver’s license is required. If initially hired with an out-of-state license, the Florida resident must obtain a valid Florida state driver’s license within 30 days of hire. Licenses suspended or revoked for any reason, work permits (Business purpose/Employment/education only licenses) and some types of restricted licenses are not acceptable. Licenses that have Corrective Lenses Restriction are acceptable, provided the driver wears corrective lenses while operating the vehicle.

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.

The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.

For assistance, call the People First Service Center at (877) 562-7287 Monday - Friday, 8:00 a.m. to 6:00 p.m., Eastern time.