STATE ATTORNEY'S OFFICE, 10TH CIRCUIT- CLERICAL SPECIALIST I - 21010041

State of Florida•Sebring, FL

1d•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. Primary duties also include scanning of all incoming mail received both electronically and via paper format. Bilingual employees will assist in translations. 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. 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.

Requirements

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.

Nice To Haves

Bilingual skills for translations.

Responsibilities

Operate a switchboard, placing and answering calls accurately.
Remember names and locations of agency personnel.
Scan all incoming mail (electronic and paper).
Assist in translations for bilingual needs.
Answer incoming local and long-distance calls and connect them to the correct person or office.
Place outgoing local and long-distance calls.
Keep records of long-distance calls and undelivered messages.
Place interoffice calls.
Answer routine non-technical questions and refer others to the appropriate person or office.
Act as a receptionist, registering callers and visitors, directing them, and providing routine information.
Enter and update information into office systems.
Pull files.
Prepare folders.
Prepare or file office correspondence and documents.
Extract or copy information from one record to another.
Photo copy/print documents.
Stamp, sort, and distribute mail.
Address envelopes.
Perform various office delivery runs.
Maintain detailed records.
Develop new clerical procedures.
Requisition, order, receive, store, and issue office supplies.