STATE ATTORNEY'S OFFICE, 10TH CIRCUIT- CLERICAL SPECIALIST I - 21012134

State of Florida•Sebring, FL

66d•Onsite

About The Position

This is clerical work in the operation of a switchboard, which involves the responsibility for accuracy in placing and answering calls, remembering names and location of agency personnel, and agency organizational routines; interpreting incoming calls as well as providing interpreter assistance to agency staff in communicating with customers. Primary duties also include scanning of all incoming mail received both electronically and via paper format. This is routine work in the operation of a switchboard and is performed under the general supervision of an administrative superior. Duties require limited knowledge of office systems or procedures and exercise of some independent judgment, attention to detail, and accuracy. The successful candidate will be the central provider of interpreter services for the State Attorney’s Office, including but not limited to, interpreting incoming calls as well as providing interpreter assistance to agency staff in communicating with customers. Duties include but are not limited to answering all incoming local and long-distance calls and making the proper connection to the person or office requested; placing outgoing local and long-distance calls; keeping records of long-distance calls and messages which cannot be delivered immediately; placing interoffice calls; answering routine non-technical questions and referring other questions to the proper person or office. Duties also include acting as receptionist, registering callers and visitors, directing them to the proper office and giving routine information. Assignments may be a combination of, but not limited to the following, and/or similar clerical tasks: entering and updating information into office systems, pulling files, preparing folders, preparing or filing office correspondence and documents, extracting or copying information from one record to another, photo copying/printing documents, stamping/sorting/distributing mail, addressing envelopes, performing various office delivery runs and other miscellaneous duties as required. Other duties may include maintaining detailed records, developing new clerical procedures, requisitioning/ordering/receiving/storing/issuing office supplies. Bilingual employees will assist in translations. NOTE: DUTIES ARE ILLUSTRATIVE AND NOT EXHAUSTIVE. THE OMISSION OF SPECIFIC STATEMENTS OF DUTIES DOES NOT EXCLUDE THEM FROM THE POSITION IF THE WORK IS SIMILAR, RELATED, OR A LOGICAL ASSIGNMENT TO THE POSITION.

Requirements

Proficient in English and Spanish in both verbal and written communications
Ability to multi-task
Knowledge of basic phone systems; ability to communicate effectively
Dependable and routine in-office attendance during regularly scheduled business hours
Ability to focus and pay attention to detail
Ability to read and comprehend
Efficient typing skills
Effective and efficient communication skills and ability to interact professionally with other employees, members of the public and stakeholders
Perform quality work within deadlines
Ability to operate a computer and other office machinery
Ability to run the telephone system and respond to calls professionally
Ability to answer phone and take messages as required
Ability to read and follow rules, regulations, policies and procedures
Work effectively as a team contributor as well as independently
Comply with all Public Records statutes and policies
Travel as required
A high school diploma or equivalency or an equivalent combination of training and experience
A qualifying typing test score may be required for designated position

Responsibilities

Answering all incoming local and long-distance calls and making the proper connection to the person or office requested
Placing outgoing local and long-distance calls
Keeping records of long-distance calls and messages which cannot be delivered immediately
Placing interoffice calls
Answering routine non-technical questions and referring other questions to the proper person or office
Acting as receptionist, registering callers and visitors, directing them to the proper office and giving routine information
Entering and updating information into office systems
Pulling files, preparing folders, preparing or filing office correspondence and documents
Extracting or copying information from one record to another
Photo copying/printing documents
Stamping/sorting/distributing mail
Addressing envelopes
Performing various office delivery runs and other miscellaneous duties as required
Maintaining detailed records
Developing new clerical procedures
Requisitioning/ordering/receiving/storing/issuing office supplies
Assisting in translations