STAFF ASSISTANT - 80039704

State of Florida • BRADENTON, FL

2d • Onsite

About The Position

The Department of Juvenile Justice is seeking a Staff Assistant to handle incoming and outgoing mail, record management, operate various business and office machines, and perform other administrative duties to support the day-to-day operations of the Office of Administration. This role is crucial for managing the administrative functions of the department.

Requirements

• A high school diploma or its equivalent.
• Proficiency in Microsoft Office.
• Knowledge of administrative principles and practices.
• Knowledge of office procedures and practices.
• Knowledge of the principles and techniques of effective communication.
• Ability to collect, evaluate and analyze data relating to administrative functions such as accounting, personnel, purchasing or report writing.
• Ability to prepare correspondence and administrative reports.
• Ability to understand and apply applicable rules, regulations, policies and procedures.
• Ability to utilize problem-solving techniques.
• Ability to work independently.
• Ability to plan, organize and coordinate work assignments.
• Ability to communicate effectively.
• Ability to establish and maintain effective working relationships with others.
• Must possess good typing skills.
• Knowledge of computer and computer network filing and note keeping skills.
• Knowledge of JJIS.
• Knowledge of acceptable telephone techniques.
• Knowledge of proper office etiquette.
• Knowledge of office procedures.
• Ability to operate and repair various types of office equipment.

Nice To Haves

• Experience in scheduling meetings and maintaining a calendar.
• Two (2) years of secretarial/administrative support experience.

Responsibilities

• Types correspondence, reports, legal documents, records, requisitions and other assignments from rough drafts notes and oral instructions utilizing computers and other standard business & office machines as directed by the unit supervisor.
• Composes and signs routine, non-technical correspondence as designated.
• Accesses Juvenile Justice Information System (JJIS) client database to determine assigned Juvenile Probation Officer (JPO). Enters client data into JJIS for all new referrals, case transfers, change in case status, termination and other actions as appropriate.
• Processes complaints received from the Juvenile Court, opens and maintains JJIS system on all juvenile referrals.
• Utilizes the Criminal Justice Information System/Comprehensive Case Information System (CJIS/CCIS) and other computer databases as required, updating systems on a daily basis.
• Receives and sorts incoming correspondence and bills, telephone messages, and complaints to coordinate meeting schedules.
• Presents a favorable impression of the Department of Juvenile Justice (DJJ) through utilization of proper office protocol and dress.
• Greets visitors and directs them; receives and sorts incoming mail directing it to proper persons; answers phone following telephone procedures.
• Attends and records minutes for unit staff meetings.
• Prepares and maintains closed files for archive (delinquency and Medical).
• Looks up all delinquency closed files to see if they are to be marked with red, orange or yellow dots.
• Alphabetizes all closed files and places them in boxes.
• Makes a list of all closed files and places them in the Closed File Database.
• Arranges pick-up and delivery to Headquarters’ Record Storage Warehouse.
• Notifies Tallahassee of all Intake Records that need to be destroyed.
• Handles all Public Records Requests.
• Performs other job-related tasks as required for the safe operation of the facility.
• Assists staff with mailing correspondence, duplicating forms, filing, and maintaining a day file.
• Maintains time sheet and personnel records in a confidential manner.
• Participates in training to enhance professional knowledge, skills and abilities.
• Maintains unit training files as required.

Benefits

• The Department of Juvenile Justice salutes our heroes. We are honored to have the opportunity to support our nation's veterans and their families. We value the service given to our country and support the hiring of service members and military spouses.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED