SECRETARY SPECIALIST - 80002205

State of Florida•Panama City, FL

1d•Onsite

About The Position

This work is performing routine clerical and administrative functions such as handling information requests, assisting constituents, preparing correspondence, receiving visitors, organizing and maintaining paper and electronic files, or providing information to callers.

Requirements

High School Diploma is required at the time of submission of candidate profile.
A valid Drivers License.
Knowledge of business formats and office procedures.
Knowledge of and ability to use Microsoft Office Sofware including Word, Excel, Power Point and Outlook.

Nice To Haves

Ability to learn My Florida Market Place State Purchasing System.

Responsibilities

Acts as the receptionist and refer patrons to respective location and/or appropriate services.
Answers telephones, take and deliver messages to staff.
Ensure phone calls are answered promptly, routed properly, and messages are complete and accurate.
Treat customers and Juvenile Justice partners in a courteous, respectful and professional manner.
Files and retrieves materials.
Assist in tracking required documents for timely submission.
Must maintain an up-to-date filling system, easily accessible by supervisor and other staff members.
Process incoming and outgoing mail.
Date stamps incoming mail and routes to appropriate staff.
Prepare terminated cases for closed files.
Manages closed files for unit and maintains record retention schedule.
Prepares files to be sent off for storage and maintains records for files no longer stored in the office.
Locates and attaches appropriate file to incoming correspondence requiring reply.
Processing cases, file Court paperwork and mail as they come into the unit.
Processing cases when a Filing Decision is received from the State Attorney's Office, including closing a case or forwarding it to a Supervision Unit.
Maintaining unit supplies, including inventorying.
Performing tasks assigned by the JPOS such as filing, copying, typing reports, i.e. minutes of meeting and other assigned correspondence.
Attending and completing training to increase job proficiency. Training includes: Completing the required amount of yearly training as established by Departmental Policy, completing all mandatory training as established by Departmental Policy, and Establishing, with a Supervisor, and following a yearly training calendar.
Provide coverage during the planned and unplanned absence of other secretarial support staff within the Circuit, to include temporary workstation reassignment.
Performs other duties as assigned.