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SECRETARY SPECIALIST - 80025522

Date: Aug 6, 2019

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

Requisition No: 69657 

Agency: Juvenile Justice

Working Title: SECRETARY SPECIALIST - 80025522

Position Number: 80025522 

Salary:  $797.49 Bi-weekly 

Posting Closing Date: 12/13/2019 

 

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.

 

 

 

 

ANTICIPATED VACANCY

 

 

 

LOCATION, CONTACT AND SALARY INFORMATION:

 

LOCATION:  Circuit 7 Probation & Community Intervention - 111 D Racetrack Road, Fort Walton Beach, FL 32547 – OKALOOSA COUNTY

 

CONTACT PERSON:  Reba Chavis (850) 833-3796, Reba.Chavis@djj.state.fl.us

 

STARTING SALARY: $ 797.49 bi-weekly (In accordance with the current spending restrictions, an internal promotion into this position will be filled at the minimum of the pay grade or up to 5% of the employee’s current rate, whichever is higher.)

 

 

DESCRIPTION:

 

This is work performing routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, or providing information to callers.

 

 

JOB DESCRIPTION:

 

 

Acts as the receptionist and refers patrons to respective location and/or appropriate services.

 

Answers telephones, take and deliver messages to staff.

 

Ensures phone calls are answered promptly, routed properly and messages are complete and accurate.

 

Treats customers and Juvenile Justice partners in a courteous, respectful and professional manner.

 

Files and retrieves materials.

 

Assists 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.

 

Prepares terminated cases for closed files and prepares files to be sent off or storage and maintains records of files no longer stored in the office.

 

Manages closed file for unit and maintains record retention schedules.

  

Locates and attaches appropriate file to incoming correspondence requiring reply.

 

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.

 

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.

 

Maintaining unit supplies, including inventorying.

 

Performing tasks assigned by the JPOS such as filing, copying, typing reports, i.e. minutes of meetings and other assigned correspondence.

 

Attending and completing training to increase job proficiency including My Florida Market Place.

 

Complete the required annual training as established by Departmental Policy, completing all mandatory training as established by Departmental Policy, and following a yearly training calendar.

 

Follow all departmental policies, procedures and administrative rules.

 

 

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

 

Knowledge of business formats and office procedures.

 

Knowledge of and ability to use Microsoft Office Software including Word, Excel, PowerPoint and Outlook.

 

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 determine work priorities.

 

 

PREFERRED MINIMUM REQUIREMENTS:

 

A High School Diploma or its equivalent and a minimum of one year 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 72 classroom hours for each year of the required experience.

 

A valid driver’s license is required. A valid driver’s license is needed to deliver mail to the post office, court house and take State Vehicles in for maintenance.

 

Preference will be given to candidates 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), My Florida Market Place (MFMP).

 

 

SPECIAL NOTES:

 

The position may require flexibility with the work schedule.

 

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 Walton Beach