ADMINISTRATIVE ASSISTANT II - 80080892

State of Florida•West Palm Beach, FL

44d

About The Position

This position provides direct support to the Chief Probation Officer (West Palm Beach, Florida). This is work providing high-level administrative support by conducting research, preparing reports, handling information requests, assisting with program management, assisting constituents, and performing administrative and clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. Incumbents may also train and supervise lower-level clerical staff. Work involves the performance of administrative activities which involve independently planning administrative objectives and priorities. Work also involves the independent formulation, analysis, and recommendation of changes in policies, rules, and regulations. Some positions in this occupation may be responsible for coordinating work and supervising employees.

Requirements

Knowledge of Juvenile Justice laws and policies.
Knowledge of juvenile probation services policies and procedures.
Knowledge of basic management principles and practices.
Knowledge of administrative and clerical procedures and systems.
Knowledge of supervisory techniques.
Knowledge of system-wide resources.
Good verbal and written communication skills.
Ability to compile, organize, and analyze data.
Ability to analyze effectiveness of service programs.
Ability to work independently.
Ability to plan, organize and coordinate work assignments.
Ability to prepare correspondence and administrative reports.
Ability to understand and apply applicable rules, regulations, policies, and procedures.
Ability to utilize problem-solving techniques.
A High School Diploma or its equivalent.

Nice To Haves

At least three years’ experience performing higher level administrative duties, and experience in Administration, Human Resources, General Service, Purchasing, and Finance and Accounting.
Experience communicating effectively with others verbally and in writing.
Experience providing effective customer service.
Experience in preparing reports, correspondence, meeting minutes and/or presentations.
Experience in time management, and/or planning and coordination of work assignments.
Must have current skill of working knowledge of Microsoft Word, Excel, and PowerPoint, as well as administrative skills and ability to utilize administrative equipment.
A valid driver's license.

Responsibilities

Answers and directs calls for West Palm Beach Probation Unit.
May represent DJJ at community meetings.
Supervises employees by assigning work, reviewing progress, and assessing performance.
Coordinates and directs office services, such as records and budget preparation, contact management and personnel, and related duties to aid executives.
Assists in the preparation of budgets, budget amendments, and budget requests.
Prepares and maintains records and reports, such as recommendations for solutions of administrative problems, reports, financial reports, applications, and administrative orders.
Files, maintains, arranges for storage, retrieves or reproduces documents, records, and reports.
Analyzes operating practices and procedures to create new or to revise existing methods.
Reviews, assigns, prepares, and tracks correspondence assignments.
Reviews and prepares agenda materials.
Maintains various databases.
Coordinates legislative work.
Interprets administrative and operating policies and procedures.
Studies management methods to improve workflow, simplify reporting procedures, or implement cost reductions.
Plans meetings and/or conferences and travel.
Reads and responds to correspondence.
Represents executive at meetings and on telephone.
Assists with preparation of publications and other materials.
Responsible for paying bills and tracking accounts.
Performs other related duties.