ADMINISTRATIVE ASSISTANT II - 22010263

Salary is Non-Negotiable. The successful candidate will be hired at the minimum salary.

Responsibilities

• Screens and refers callers to the appropriate department, as required.
• Provides administrative support to the director and case management team and other court staff; and may provide temporary coverage for other administrative support staff, as needed.
• Composes/drafts and/or types correspondence, court orders, pleadings, memoranda, reports, e-mails, and other documents observing strict confidentiality; and transcribes documents.
• Answers telephone calls and greets visitors; provides information to the public and resolves issues or directs caller/visitor to appropriate office or staff.
• Monitors financial actions in Florida Accounting and Information Resource (FLAIR), preaudits invoices, and travel reimbursement requests in accordance with State of Florida and State Courts System policy; obtains bids for purchases; performs purchasing duties, such as ordering office supplies and equipment, using state purchasing card and/or MyFlorida Market Place; and monitors unit expenditures.
• Schedules appointments/meetings and maintains calendars, coordinates schedules for staff and keeps supervisor(s)/staff apprised of appointments.
• Sets up and maintains files, books, records, and other departmental systems of responsibility; and provides database updates as required.
• Gathers and maintains information/data to support periodic and special reports for the area of responsibility; makes copies and distributes to appropriate personnel or departments as designated.
• Collects and analyzes data for statistical reports; and assists in conducting surveys.
• Picks-up incoming mail, screens mails, and refers the mail or e-mail to the appropriate parties.
• Extracts, summarizes, and assembles material from files.
• Keeps accurate records, creates and organizes files and maintains complex filing systems, which includes confidential files.
• Plans and maintains an adequate supply of office materials and supplies.
• Drafts documentation for the court as to parties’ progress and compliance; provides correspondence as necessary; and distributes reports to parties and collaterals as appropriate.
• Schedules and facilitates in-service trainings.
• Records data entry on Odyssey and courtMap.
• Assists with meeting deadlines.
• Performs other office and administrative tasks as required.

Qualifications

• Graduation from an accredited college with a Bachelor's degree.
• Two (2) years of experience in business administration, performing office, legal secretary or paralegal work.

• Knowledge of the organization, operation, function, and jurisdiction of the court of assignment.
• Knowledge of modern office practices and procedure.
• Proficient in business English, grammar, spelling, and punctuation.
• Thorough knowledge of secretarial practices and procedures.
• Ability to communicate effectively in writing and orally.
• Ability to understand and follow oral and written instructions.
• Ability to make work decisions in accordance with laws, regulations, and departmental policies and procedures.
• Ability to accurately maintain a variety of complex records.
• Ability to establish and maintain effective working relationships with the judiciary, court administration personnel, and other private and public agency staff.
• Ability to work with minimal supervision and recognize and establish work priorities.
• Ability to handle sensitive matters with integrity and confidentiality.
• Ability to work effectively with the public and handle individuals who are under stress with courtesy, tact and patience.
• Proficient in Microsoft Office Suites, i.e. Outlook, Word, Excel, Zoom, Teams, etc.
• Ability to complete data entry and retrieve information.
• Ability to be flexible and open to learning new procedures and techniques.
• Ability to prioritize and multitask.
• Knowledge of or the ability to learn technology platforms and other court related systems as it relates to the position.

Working Conditions:

• Moderate noise; business office setting.

• Work involves a significant amount of standing, walking, sitting, talking, listening, and reaching with hands and arms. Must be able to transfer up to 10 pounds.