SECRETARY SPECIALIST

The State of Florida - Tampa, FL (24 days ago)3.7


Requisition No: 38574

Agency: Juvenile Justice

Working Title: SECRETARY SPECIALIST - 80002678

Position Number: 80002678

Salary: $797.49 Bi-Weekly

Posting Closing Date: 07/02/2018

The Department of Juvenile Justice salutes our heroes.

We are honored to have the opportunity to support our nation’s veterans and their families.

We value the service given to our country and support the hiring of service members and military spouses.

LOCATION AND CONTACT INFORMATION:
Location: Tampa, Hillsborough County

Starting Salary: $797.49 Bi-weekly (In accordance with current spending restriction, an internal promotion into the position will be filled at the minimum of the pay grade or up to 5% of the employee’s current rate, whichever is higher.)

Contact Person: Neekeida Woodall, Administrative Assistant II, 813-577-4954

DUTIES AND RESPONSIBILITIES:
Types correspondence, reports, legal documents, records, requisitions and other assignments from rough drafts notes and oral instructions utilizing computers and other standard business & office machines as directed by the unit supervisor. Composes and signs routine, non-technical correspondence as designated.

Access Juvenile Justice Information System (JJIS) client database to determine assigned Juvenile Probation Officer (JPO). Enter client data into Juvenile Justice Information System (JJIS) for all new referrals, case transfers, change in case status, termination and other actions as appropriate. Processes complaints received from the Juvenile Court, opens and maintains JJIS system on all juvenile referrals. Utilizes the Criminal Justice Information System/Comprehensive Case Information System (CJIS/CCIS) and other computer databases as required. Updates system on a daily basis. Maintains control system and performs purging process for closed files. Assists with closed records duties

Develop and maintain tracking log for Interstate Compact for Juveniles (ICJ), employee roster with phones numbers and cellular phones.

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

Prepare travel vouchers.

Receives and sorts incoming correspondence and bills, telephone messages, complaints inquires and to coordinate meeting schedules. To present a favorable impression of the Department of Juvenile Justice (DJJ) through utilization of proper office protocol and dress.

Responsible for inventory and ordering of office supplies and forms. Follows established guidelines. Greets visitors and directs them; receives and sorts incoming mail directing it to proper persons; timely answers phone following telephone procedures. Attends and records minutes for unit staff meetings.

Performs other job-related tasks as required for the safe operation of the facility

Assisting staff with mailing correspondence, duplicating forms, filing, maintaining a day file etc. Maintaining time sheet and personnel records in a confidential manner. Participates in training to enhance professional knowledge, skills and abilities.

Maintains unit training files as required.

KNOWLEDGE, SKILLS AND ABILITIES:
Knowledge of administrative principles and practices.

Knowledge of office procedures and practices.

Knowledge of the principles and techniques of effective communication.

Knowledge of computer and computer network filing and note keeping skills, knowledge of JJIS.

Knowledge of acceptable telephone techniques.

Knowledge of proper office etiquette. Knowledge of office procedures.

Ability to collect, evaluate and analyze data relating to administrative functions such as accounting, personnel, purchasing or report writing.

Ability to prepare correspondence and administrative reports.

Ability to understand and apply applicable rules, regulations, policies and procedures.

Ability to utilize problem-solving techniques.

Ability to work independently.

Ability to plan, organize and coordinate work assignments.

Ability to communicate effectively.

Ability to establish and maintain effective working relationships with others.

Ability to plan organizes and coordinate work assignments.

Must possess good typing skills.

Ability to operate and repair various types of office equipment.

MINIMUM REQUIREMENTS:
A high school diploma or its equivalent can substitute for one year of the required work experience.

Two (2) years of secretarial/administrative support experience.

Proficiency in Microsoft Office.

Experience in taking meeting minutes/notes.

Preference will be given to candidates with experience in scheduling meetings and maintaining a calendar.

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 and the successful completion are conditions of employment.

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. And pre-employment drug screening for direct care positions.

Individuals applying for this position need to list all places of employment, to include interning, volunteering & all periods of unemployment.

All responses provided to the qualifying questions for this vacancy advertisement must be verifiable on your State of Florida Candidate Profile. Please provide an explanation of gaps in employment. Incomplete candidate profiles will NOT be considered.

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.

VETERANS’ PREFERENCE. Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans’ Preference will receive preference in employment for Career Service vacancies and are encouraged to apply. Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code. Veterans’ Preference documentation requirements are available by clicking here. All documentation is due by the close of the vacancy announcement.