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SECRETARY SPECIALIST - 80063303

Date: Oct 16, 2019

The State Personnel System is an E-Verify employer. For more information click on our E-Verify website.

Requisition No: 68061 

Agency: Juvenile Justice

Working Title: SECRETARY SPECIALIST - 80063303

Position Number: 80063303 

Salary:  $797.49 - $877.24 Biweekly Salary Based on Qualifications 

Posting Closing Date: 10/18/2019 

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.

 

 

 

 

 

 

LOCATION, CONTACT AND SALARY INFORMATION:

 

Location:  Department of Juvenile Justice, Probation & Community Corrections – Cape Coral, Florida, Lee County, Circuit 20

 

Minimum Bi-weekly Rate of Pay:  $797.49 - $877.24. Salary will be based on the candidate's experience, knowledge, skills and ability to do the job.  (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 Person: Mary J. Wright (239) 541-4643

 

 

DESCRIPTION:

This work is providing clerical support by 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 may also include fiscal responsibilities (ordering goods, ordering and maintaining supplies, paying bills), maintaining records management and electronic files, as well as greeting and receiving visitors and providing information as the receptionist. Other miscellaneous general office duties may also be required as needed by Unit Supervisor or Administration. 

 

This position may require flexibility with the work schedule.

 

 

DUTIES AND RESPONSIBILITIES:

Type correspondence, reports and related materials from rough drafts, notes and/or oral instructions and submit in a timely manner.  Accurately complete assigned work by proofreading all typed assignments and correspondence for JPOs and Supervisor of the unit as needed. Ensure correspondence is free of misspelled words, grammatical errors or visible corrections prior to submittal for approval of final draft.

 

Perform routine office duties including greeting visitors, answering the telephone, filing, handling incoming mail and correspondences and assist in expediting the work flow of the office utilizing interpersonal skills on a daily basis.

 

Operate a variety of general office equipment such as a copy machine, computer, printer, fax machine, scanner, etc.

 

Order, track and maintain general office supplies, equipment and make arrangements for service calls whenever necessary for the Unit. Maintain calendars and coordinate conferences and meetings.

 

Schedule appointments, arrange travel schedules and reservations, and prepare travel documentation.

 

Attend all staff and departmental trainings and meetings as required. Complete a minimum of 24 hours of training annually. Perform other related duties as required.

 

Experience using Microsoft programs to perform routine clerical and administrative duties.

 

Provide customer service to internal and external customers. 

 

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

 

 

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 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 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 the techniques for handling telephone calls in a courteous and efficient manner. 

 

Ability to organize files and other records, and plan, organize, coordinate work assignments. 

 

 

PREFERRED QUALIFICATIONS:

Two years of secretarial or clerical work experience.  College education from an accredited institution can substitute at the rate of 30 semester or 45 quarter hours for each year of the required experience. 

 

A high school diploma or its equivalent.

 

Experience using Microsoft programs to perform routine clerical and administrative duties.

 

Experience in performing major office functions.

 

Experience providing support to a work unit/group. 

 

 

SPECIAL NOTES:

All prospective candidates 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.

 

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: Fort Myers
Nearest Secondary Market: Cape Coral