SECRETARY SPECIALIST - 80058325

State of Florida

About The Position

This is work performing routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, or providing information to callers.

Requirements

Knowledge of business formats and office procedures.
Knowledge of and ability to use Microsoft Office Software including Word, Excel, Power Point and Outlook.
Ability to make and receive phone calls.
Ability to greet and assist the public in a professional manner.
Ability to organize and maintain files/records.
Ability to coordinate with other staff.
Ability to complete work in a timely manner.
Ability to use computers and computer programs.
Ability to gain knowledge of My Florida Market Place.
High School Diploma is required at the time of submission of candidate profile.
A valid Driver's License is required.

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 filing system, easily assessable 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.
Locate and attach 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 inventory.
Performing tasks assigned by the JPOS such as filing, copying, typing reports, i.e. minutes of meeting and other assigned correspondence.
Attend and complete 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 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.