Secretary II

Florida Sheriffs Youth Ranches•Live Oak, FL

13d•Onsite

About The Position

The position of Unit Secretary provides secretarial and clerical support to the Unit Director and other staff working within the Unit. Responsibilities include a variety of secretarial tasks necessary for the efficient operation of the Unit. The Unit Secretary is directly responsible to the Unit Director. This position is eligible for overtime pay.

Requirements

High school diploma or GED
One year of experience in a responsible clerical or secretarial position
Valid Florida Driver License
Ability to maintain a safe driving record consistent with agency policy
Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedural manuals
Ability to write routine reports and correspondence
Ability to speak effectively with groups
Ability to add, subtract, multiply, and divide in all units of measure using whole numbers, common fractions, and decimals
Ability to compute rate, ratio, and percentage
Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions and to deal with problems involving a few concrete variables in standardized situations
Good working knowledge of standard office procedures
Basic knowledge of computers (Microsoft Office Software preferred) and data entry equipment
Analytical, math, and grammar skills sufficient to meet minimum standards of the Youth Ranches Skills Test
Ability to organize the workload to permit a free flow through the office, but be flexible in order to complete priority items as needed
Ability to ensure that all written correspondence is complete and correct, including spelling, punctuation, grammar, etc. and that the meaning or content is clear
Pleasant telephone voice and personality
Ability to take accurate information from callers
Ability to function effectively under a heavy workload and constant interruptions to meet the demands of the position
Ability to work independently, keeping all parties involved informed of actions taken
Successful completion of a Level 2 background screening through the Florida Department of Law Enforcement (FDLE) Care Provider Background Screening Clearinghouse

Nice To Haves

Vocational training in secretarial/office systems

Responsibilities

Prepares correspondence and other material from written draft and prepares for distribution for mailing, including editing for content, grammar, and spelling accuracy.
Prepares and maintains extensive files relating to Unit operations, including many confidential files.
Receives incoming telephone calls, including telephone inquiries, as needed.
Maintains current census report, noting new youth, youth who leave, date and reason, and for making changes as required.
Prepares minutes of various Unit and other meetings as requested.
Responsible for knowing and having available at all times the status of youth case files, arrival of new youth, release of youth, etc., in order to assist the Unit Director in performing assigned duties and preparing all necessary documents for admissions and releases.
Responsible for being familiar with the various types of summaries, agreements, copies required, distribution, etc., (such as: court procedures, family review conferences, placement agreements, plan of personal development).
Responsible for relieving the Receptionist as needed.
Reviews mail for the Unit Office, retaining items for action and routing remaining items deemed appropriate.
Audits cottage accounts, keeping accurate files on the accounts, and sharing results with the Unit Director.
Maintains vehicle logs for vehicles assigned to department.
Ensures that Social Security and VA benefits forms are completed and submitted for eligible youth and monitors the receipt of payments.
Ensures that the Financial Support Information sheet is completed and distributed on a timely basis.