SECRETARY SPECIALIST - 80059604

State of Florida•Miami, FL

32d

About The Position

This work is providing clerical support by performing routine clerical and administrative functions utilizing various computer systems to include: drafting correspondence, preparing reports, handling information requests, assisting constituents, date stamping incoming mail, scheduling appointments, conference calls and meetings, organizing and the taking of minutes. Additional tasks may also include fiscal responsibilities (ordering goods, ordering and maintaining supplies, paying bills), maintaining records management and electronic files, as well as greeting and receiving visitors and providing information as the receptionist. Other miscellaneous general office duties may also be required as needed by Administration and Unit Supervisor. This position may require flexibility with the work schedule.

Requirements

Knowledge of the Department's Policies and Procedures; Statutory requirements relating to Probation; and basic computer skills.
Ability to write professionally using proper spelling, grammar and punctuation; manage time and prioritize workload issues; and operate a computer and basic computer software.
Ability to effectively communicate, verbally and in writing with staff, youths, and parents; manage time and workload issues in order to complete all assignments and deadlines within the allotted time frames; use JJIS, the Department's information system; and operate basic computer software packages such as E-mail and Internet Explorer.
Ability to maintain an orderly office environment and provide excellent customer services and always be a team player.
Knowledge of standard business formats, styles for letters and business forms, and basic filing practices.
Knowledge of the techniques for handling telephone calls in a courteous and efficient manner.
Ability to organize files and other records, and plan, organize, coordinate work assignments.
A high school diploma or its equivalent.

Nice To Haves

Two years of secretarial or clerical work experience.
College education from an accredited institution can substitute at the rate of 30 semester or 45 quarter hours for each year of the required experience.
Experience using Microsoft programs to perform routine clerical and administrative duties.
Experience in performing fiscal, personnel, purchasing, reporting, and other major office functions.
Experience providing support to a work unit/group.
A valid driver's license.

Responsibilities

Schedules appointments and make all travel arrangements for the Juvenile Probation Officer Supervisor and staff.
Answer all incoming calls, accurately take and distribute messages, provide assistance to staff, clients and visitors.
Greet all guests in a polite and courteous manner and direct them to the appropriate staff, program, or resources.
Maintain accurate inventory of supplies for the unit, ensure proper functioning of all office equipment and make arrangements for service calls whenever necessary.
Tracks usage of postage meter and ensures adequate postage on hand for the circuit.
Receive and review all incoming mail and correspondences for the Juvenile Probation Officer Supervisor and staff.
Prepare responses as deemed necessary.
Forward any pertinent correspondence to Juvenile Probation Officer Supervisor and staff.
Maintain a file of all correspondence.
Sort, stamp, and direct outgoing mail.
Type correspondences reports, records, orders and other office documents from rough drafts, notes and oral instructions and submit in a timely manner.
Proofreads all typed assignments and correspondence for JPOS and JPOs of the unit as needed.
Ensure correspondence is free of misspelled words, grammatical errors or visible corrections prior to submittal for approval of final draft.
Attend all staff and departmental trainings and meetings as required.
Complete a minimum of 24 hours of training annually.
Perform other related duties as required.
Operate a variety of general office equipment such as: copy machine, typewriter, personal computer terminal, fax machine, etc.
Provide customer service to internal and external customers.
Experience using Microsoft programs to perform routine clerical and administrative duties.
This position must comply with the requirements set forth in Section 215.422 Florida Statutes, Prompt Payment Compliance Law.