Secretary Specialist

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. WORK LOCATION AND CONTACT INFORMATION Position Title: Secretary Specialist Facility: Department of Juvenile Justice Probation & Community Intervention Location: 2020 Capital Circle, SE, Suite 1100, Tallahassee, FL 32399 Starting Salary: $797.49 Bi-weekly. (In accordance with current spending restrictions, an internal promotion into the position will be filled at the minimum of the pay grade or up to 5% of the employee's current rate, whichever is higher.) Contact: Antoinette Worrell, (850) 922-2153 DESCRIPTION This is work performing routine clerical and administrative functions utilizing various computer systems; to include drafting correspondence, preparing reports, handling information requests, date stamping incoming mail, scheduling appointments, organizing and maintaining paper and electronic files, and providing information to callers. Additional tasks will also include maintaining records management and electronic files, as well as greeting and receiving visitors. Approve invoices in SAMAS as a back up to the Administrative Assistant. PREFERRED MINIMUM REQUIREMENTS Applicants must have: a high school diploma or it's equivalency; minimum of 1-3 years of clerical or administrative experience; working knowledge of MS Office, including Word and Excel. SPECIAL NOTES: Valid Driver's License needed to deliver mail to the post office, if needed and take State Vehicles in for maintenance. This position may require flexibility in work hours, depending on workload. This position must comply with the requirements set forth in Section 215.422, Florida Statutes, Prompt Payment Compliance Law. All responses provided to the qualifying questions for this vacancy advertisement must be verifiable on your State of Florida Employment Application. Please provide an explanation of gaps in employment. Employment verification checks will be performed prior to an interview. Incomplete applications will not be considered. If there are unexplained gaps or information is omitted from your Periods of Employment, you may not be invited for a skills verification test or interview. All prospective applicants will be subject to a sex offender check, criminal background checks (state, local, and national) and pre-employment drug screening for direct care positions. DJJ participates in E-Verify (Employment Eligibility). When identified on a position description, a valid driver's license is required. If initially hired with an out-of-state license, the Florida resident must obtain a valid Florida state driver's license within 30 days of hire. Licenses suspended or revoked for any reason, work permits (Business purpose/Employment/education only licenses) and some types of restricted licenses are not acceptable. Licenses that have Corrective Lenses Restriction are acceptable, provided the driver wears corrective lenses while operating the vehicle. KNOWLEDGE, SKILLS AND ABILITIES: Knowledge, skills and abilities, including utilization of equipment, required for the position: Knowledge of business formats and office procedures; 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; Knowledge of and ability to use Microsoft Office Software including Word, Excel, Power Point and Outlook. Ability to gain knowledge of My Florida Market Place. EXAMPLES OF WORK 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 accessible by supervisor and other staff members. Processes incoming and outgoing mail. Date stamps incoming mail and routes to appropriate staff. Compiles and submits monthly reports. Completes and submits reports that may be requested in addition to monthly reports. Prepares and submits employee travel and processes cellular phone bills for payment. Prepare terminated cases for closed files. Manages closed files for unit, and maintains record retention schedules. Prepares files to be sent off for storage and maintains records of files no longer stored in the office. Composes and distributes meeting notes, correspondence, and reports. Schedules appointments. Maintains calendar and coordinates conferences and meetings. Takes notes and transcribes information. Locates and attaches appropriate file to incoming correspondence requiring reply. Files correspondence and other records. Makes copies of correspondence and other printed matter. Provides customer service. Performs other related duties as assigned. The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer and does not tolerate discrimination or violence in the workplace. Applicants requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-877-562-7287). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation. The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act. VETERANS' PREFERENCE DOCUMENTATION REQUIREMENTS HAVE RECENTLY CHANGED. To obtain revised and updated information on Veterans' Preference documentation requirements, click here. Pursuant to Chapter 295, Florida Statutes, applicants eligible for Veterans' Preference will receive preference in employment for Career Service vacancies and are encouraged to apply. However, applicants claiming Veterans' Preference must attach supporting documentation with each application submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code. All documentation is due by the close of the vacancy announcement. Applicants may also fax their supporting documentation to People First at 1-888-403-2110. LICENSURE, CERTIFICATION OR REGISTRATION REQUIREMENTS EFFECTIVE: 03/17/2003 History: 07/01/2002 01/02/2015 Title change from Secretaries, Excpt Legal, Medical & Exec