ADMINISTRATIVE SECRETARY OPS - 60934108 1

State of Florida•Brent, FL

1d•$17

About The Position

This position is responsible for performing a variety of complex or technical duties assisting in the daily operation of the Children’s Legal Services Office (CLS) to include but not limited to: Assists with order and maintaining supplies Tracks and/or distributes incoming and outgoing mail or e-mail correspondence. Duties may also include the proper routing of telephone calls and the distribution of telephone messages. Receives and routes telephone calls, the answers to which may involve the interpretation of policies and procedures. Maintains office copier equipment and requests service calls as needed. Processes summons and subpoenas through local Sheriff's office. Set up and maintain digital case files. Accurately, neatly, and timely file all correspondence in appropriate files. Organize and maintain filing system for CLS. Close out and purge files to archive storage and/or destruction at least semi-annually. Maintain log of files archived/destroyed. Updates two case data programs as required. Assists with Trial Preparation as requested by attorneys. Copies and distributes all legal documents filed with the court in dependency proceedings following Florida Statute timelines including, but not limited to petitions, pleadings, motions, discovery requests, case plans, affidavits, pre-disposition reports, judicial reviews, social study reports, and notices to interested parties. Uses E-filing system where appropriate .Assists with travel arrangements for Attorneys within Circuit and prepares travel vouchers following departmental operating procedure timelines. Performs other related work in association with or as directed by the Regional Director, Managing Attorney, Attorney Supervisor, and/or CLS Leadership.

Requirements

Attention to detail and timeframes are a must.
Standard business formats and styles for letters and business forms
Office procedures and practices
Principles and techniques of effective communications
Methods of data collection
Typing
Take and transcribe dictation using notes or a dictating machine
Organize files and other records
Compile and analyze data for administrative decisions
Organize and maintain records management systems
Perform basic arithmetical calculations
Use correct spelling, punctuation and grammar
Type letters, memoranda and other standard business forms in correct format
Operate general office equipment, personal computer and Microsoft Office Software
Manage telephone calls in a courteous and effective manner
Plan, organize and coordinate work assignments
Communicate effectively
Establish and maintain effective working relationships with others

Responsibilities

Assists with order and maintaining supplies
Tracks and/or distributes incoming and outgoing mail or e-mail correspondence.
Routes telephone calls and the distribution of telephone messages.
Maintains office copier equipment and requests service calls as needed.
Processes summons and subpoenas through local Sheriff's office.
Set up and maintain digital case files.
File all correspondence in appropriate files.
Organize and maintain filing system for CLS.
Close out and purge files to archive storage and/or destruction at least semi-annually.
Maintain log of files archived/destroyed.
Updates two case data programs as required.
Assists with Trial Preparation as requested by attorneys.
Copies and distributes all legal documents filed with the court in dependency proceedings following Florida Statute timelines including, but not limited to petitions, pleadings, motions, discovery requests, case plans, affidavits, pre-disposition reports, judicial reviews, social study reports, and notices to interested parties.
Uses E-filing system where appropriate
Assists with travel arrangements for Attorneys within Circuit and prepares travel vouchers following departmental operating procedure timelines.
Performs other related work in association with or as directed by the Regional Director, Managing Attorney, Attorney Supervisor, and/or CLS Leadership.