Senior Office Assistant - Probation

Osceola County•Kissimmee, FL

About The Position

Under general supervision, the Senior Office Assistant provides routine to moderately complex clerical support to an assigned supervisor. The position operates at the journey level and is accountable for the accuracy of routine and non-routine clerical work. Assignments may involve broad secretarial support in a large operating unit or specialized support in a smaller unit. The role supports probation department operations, handles records and confidential information, and interacts with probationers, the public, and other agencies.

Requirements

High school diploma or GED.
Two years of experience in clerical or secretarial support functions, or an equivalent combination of education, certification, training, and/or experience.
Possess and maintain a valid Florida Driver’s License.
Obtain FCIC/NCIC certification within 60 days of employment.
Knowledge of modern office procedures, equipment, clerical and secretarial support functions, customer service principles, business English, and administrative support functions such as records maintenance, data analysis, report processing, and document proofing.
Ability to plan, organize, and coordinate schedules, meetings, and travel arrangements; understand and follow written and oral instructions; communicate effectively; and establish and maintain effective working relationships.
Ability to use good judgment, discretion, and confidentiality; perform routine mathematical computations and tabulations accurately; type 35 WPM; and access, operate, and maintain software applications and basic office equipment.
Ability to read, update, and maintain records and files.
Ability to meet the stated physical demands: light physical demand, lifting up to 20 pounds maximum and frequently carrying up to 10 pounds; may require walking, standing, pushing or pulling controls, kneeling, bending, stooping, reaching, clear near vision at 20 inches or less, and hearing and spoken communication.

Responsibilities

Perform routine and moderately complex secretarial functions, including data entry, typing, preparing and processing reports, and reviewing documentation.
Gather and prepare data as directed and provide information to the supervisor.
Receive payments from probationers for supervision costs, community service insurance, and conversion, and maintain related reports when assigned.
Prepare and process correspondence, articles, memos, agendas, orders, reports, forms, manuals, and other departmental materials; calculate or review statistical data and reports as needed.
Gather information for probation personnel from public and private social agencies, law enforcement agencies, courts, employers, and other sources.
Assist in verifying probationers’ social and legal history information and help probationers complete questionnaires and assessments.
File and retrieve documents and support recordkeeping and filing systems for the assigned unit.
Prepare, review, and process departmental forms, reports, and documents for accuracy.
Run FCIC/NCIC criminal history checks on probationers.
Answer telephone inquiries and concerns, resolve them when appropriate, refer callers to the appropriate person or department, or act as liaison to the supervisor.
Serve as a receptionist and respond to public and business-community inquiries about departmental operations, structure, and procedures.
Assist with specialized projects and the resolution of routine administrative and operational problems.
Perform data entry from forms, records, or files and assist with departmental inventory functions when assigned.
Maintain confidentiality while performing duties.
Attend meetings as required and perform other related or logically assigned duties.