Judicial Support Administrator 1 (Administrative Assistant) (County Funded)

State of Florida•Miami, FL

11d•Hybrid

About The Position

The Judicial Support Administrator 1 (Administrative Assistant) provides broad clerical, administrative, scheduling and organizational support to the Director of the Office of Government Liaison and Public Relations. The position also interacts with the public and screens calls and visitors, resolving general issues or directing them to the appropriate departments and personnel for resolution, and coordinates courthouse visit requests from schools and other organizations.The Administrative Assistant will also maintain the department’s schedule and calendars, organize and enter data into computerized workflow systems, and monitor progress of requests and department projects, providing general task assistance and progress updates to the Director. The position also involves organizing and maintaining department records and archival materials. This position is eligible for a hybrid remote work/onsite schedule after a 90-day period, as outlined by existing Circuit policies and procedures.

Requirements

Graduation from an accredited college with an associate's degree in digital communications, public relations, communications, journalism, or a closely related field. Bachelor’s degree preferred.
Three (3) years of experience in an administrative support role.
Ability to take full ownership of assigned responsibilities and work independently as needed.
Ability to collect, classify and track data for task and project management and production of related correspondence and reports.
Ability to produce error-free, grammatically correct and properly formatted correspondence, reports and other communications.
Possesses excellent communication skills, both written and verbal, and can provide cordial and professional assistance to visitors and callers.
Exhibits tactful and professional problem-solving skills.
Strong competency in Microsoft Office 365 software suite - including Word, Excel, PowerPoint and others.
Strong competency in the use of the Windows Operating System on desktop and laptop computers.
Strong competency in the management of multiple tasks and deadlines and managing schedules for a team of 3+ people.
Competency and ability to learn in the use of standard office equipment such as printers, copiers, laminating machines, and other related equipment.
Competency and ability to learn office phone systems.

Responsibilities

Enters and tracks a high volume of requests and projects into computerized workflow systems, monitors progress and adherence to deadlines, and provides task assistance and progress updates to the Director.
Receives and processes courthouse visit requests, coordinates with judges and judicial staff to schedule courthouse visits, and creates supporting documents and calendar reminders associated with the student visits.
Gathers and organizes data and composes correspondence and reports, e-mails, and other documents, proofreading documents for grammar, spelling, accuracy, and format, observing strict confidentiality as may be required by Florida law, rule, or circuit policy.
Schedules appointments, meetings and maintains department calendars, including reminders for media hearings, student visits, and business meetings; coordinates schedules for the Director and department staff.
Sets up and maintains office files and archival materials, processes incoming mail and deliveries, prepares reports and supporting paperwork for meetings, performs data entry, shredding, scanning, filing, faxing and photocopying.
Screens telephone calls and visitors; provides information, resolves general issues, directs callers and visitors to the appropriate departments or personnel, takes messages and follows up on pending tasks under the guidance of the Director.
Attends staff and other professional meetings to exchange information and/or to take minutes; transcribes minutes and distributes to appropriate personnel.
Attends technical or professional classes, workshops, or seminars to improve technical or professional skills.
Makes travel arrangements and prepares authorization to incur travel (TAR) and travel reimbursement forms for the director, as necessary, in accordance with State of Florida and State Courts System policy.
Interacts with the public and maintains professional contacts with schools and community groups, justice and government partners, judges and personal judicial staff, and circuit administrative staff for purposes of coordinating courthouse visits, business meetings, and data gathering and sharing as assigned by the Director.
May have supervisory responsibilities for interns as assigned by the Director.
Operates desktop computer, laptop computer, printer/copier, fax machine, folding machine, laminating machine and related office equipment.
Performs related work as required.