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in Alachua, FL

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Hours Full-time, Part-time
Location Alachua, FL
Alachua, Florida

About this job

Requisition No: 16001

Agency: Juvenile Justice

Working Title: SECRETARY SPECIALIST - 80061652

Position Number: 80061652

Salary: $797.49 Bi-Weekly

Posting Closing Date: 08/08/2017

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.

ANTICIPATED VACANCY

POSSIBLE MULTIPLE POSITIONS WILL BE HIRED FROM THIS ADVERTISEMENT

WORK LOCATION AND CONTACT INFORMATION

Facility: Department of Juvenile Justice, Probation & Community Intervention Northern Region

Location: Eighth Circuit Administration Offices Alachua County Probation, 14104 Hwy 441, North Building Suite 200, Alachua, Florida 32615, and/or other Circuit Office location(s): Baker; Bradford; Gilchrist, Levy, or Union Counties.

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 Information: Nancy Junkin, AA-II Circuit Personnel Liaison, (386) 418-5231; nancy.junkin@djj.state.fl.us.

DESCRIPTION

This work is performing routine clerical and administrative functions utilizing various computer systems to include: drafting correspondence, preparing reports, handling information requests, assisting constituents, date stamping incoming mail, scheduling appointments, conference calls and meetings, organizing and the taking of minutes. Additional tasks will also include maintaining records management and electronic files, as well as greeting and receiving visitors and providing information as the receptionist; for ordering and maintaining office supplies. Other miscellaneous general office duties may also be required as needed by Unit Supervisors and AA-II.

This position must comply with the requirements set forth in Section 215.422, FS, Prompt Payment Compliance Law.

DUTIES AND RESPONSIBILITIES

Processing cases, files, 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.

Providing receptionist duties, including answering telephones, relaying messages and assisting clients and customers.

Maintaining unit supplies, including inventorying, and processing of invoices in a timely manner.

Performing tasks assigned by the JPOS such as filing, copying, typing reports, i.e. travel vouchers, minutes of meetings and other assigned correspondence. Schedule, attends and records all correspondence at multi-agency staffings on a monthly basis.

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.

Deliver mail to the post office, maintain Circuit's State Vehicles logs and maintenance requirements including delivering to and from shop, and/or other required deliveries for Units.

This position may require flexibility in work hours, depending on workload.

Provide coverage during the planned and unplanned absence of other secretarial support staff within the Circuit, to include temporary workstation reassignment.

Ensure the workplace is free from clutter and hazards and needed repairs are reported to the building manager. Schedule clean up days as needed to maintain a neat and orderly work environment.

Maintain up to date regulations and circuit operating procedure necessary for the operation of the office.

Perform other duties assigned.

KNOWLEDGE, SKILLS AND ABILITIES, INCLUDING UTILIZATION OF EQUIPMENT, REQUIRED FOR THE POSITION:

Knowledge of the Department's Policies and Procedures; Statutory requirements relating to Probation; and basic computer skills.

Ability to write professionally using proper spelling, grammar and punctuation; manage time and prioritize workload issues; and Operate a computer and basic computer software.

Ability to effectively communicate verbally, greetings and receiving visitors, and in writing with staff, youths, and parents; manage time and workload issues in order to complete all assignments and deadlines within the allotted time frames; Use JJIS, the Department's information system; and Operate basic computer software packages such as E-mail Microsoft Outlook/Office Suite and Internet Explorer.

Ability to maintain an orderly office environment, and provide excellent customer services and always be a team player.

Knowledge of standard business formats, styles for letters and business forms, and basic filing practices. Knowledge of techniques for handling telephone calls in a courteous, discreet, professional classified/confidential and efficient manner.

Ability to organize files and other records, and plan, organize, coordinate work assignments using time-management techniques.

Records management (maintain and organize) all Circuit Juvenile files.

PREFERRED MINIMUM REQUIREMENTS

A High School Diploma or its equivalent and a minimum of 1-3 years of clerical or administrative experience and working knowledge of MS Office, including Access, Word and Excel 2016 (Microsoft Office Suite Proficiency).

Vocational/technical training in an area of secretarial science or office/business studies can substitute at the rate of 720 classroom hours for each year of the required experience.

Preference will be given to applicants with strong computer skills and experience with the State of Florida purchasing system, knowledge of classification of Court data, and ability to be certified with required State System, i.e., Comprehensive Case Information System (CCIS), Legal Information Network Data Access System (LINDAS), etc.

SPECIAL NOTES:

This position may require flexibility with the work schedule.

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).

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.

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735). 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. Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans' Preference will receive preference in employment for Career Service vacancies and are encouraged to apply. Candidates claiming Veterans' Preference must attach supporting documentation with each 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. Veterans' Preference documentation requirements are available by clicking here. All documentation is due by the close of the vacancy announcement.

Nearest Major Market: Gainesville