JA Administrative Assistant 2 - Administrative Services Division (County Funded)

Requisition No: 843056 

Agency: State Courts System

Working Title: JA Administrative Assistant 2 - Administrative Services Division (County Funded)

 Pay Plan: Career Service

Position Number: 15122 

Salary:  AGENCY TO UPDATE 

Posting Closing Date: 12/31/2024 

Total Compensation Estimator Tool

ADMINISTRATIVE OFFICE OF THE COURTS

JOB ANNOUNCEMENT

Eleventh Judicial Circuit of Florida

SALARY: $41,472.47

OPENING DATE: 12/11/2024

CLOSING DATE: 12/23/2024

Applicants interested in the position should also submit an online application and a resume on the Eleventh Judicial Circuit of Florida's website. To apply for the position, please visit: https://www.governmentjobs.com/careers/jud11flcourts

Description:

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

This is responsible administrative work supporting the daily operations of the Administrative Office of the Courts Administrative Services Division. Work requires the exercise of initiative, independent judgment and discretion when completing requests. Key duties include organizing meetings, handling inquiries based on established policies, cost analysis and control, budget preparation and expenditure control, conducting research for reports, and managing administrative tasks to support the Administrative Services Division. Duties require independent judgment in resolving technical accounting problems. Account classifications and operational standards are determined by established county and departmental regulations or statutory requirements. Supervision is received from the Manager of Financial Reporting who reviews progress and completed work for adherence to professional accounting standards and program guidelines, and completed work is also subject to periodic internal or external audit.

This position is eligible for a hybrid remote work/onsite schedule as outlined by existing Circuit policies and procedures.

Responsibilities:

• Researches and compiles data from various sources for departmental budget preparation, special reports, and other matters.
• Prepares various financial schedules, income and expenditure reports, statistical summaries, and special reports from accounting records.
• Assists in budget preparation and modification; monitors budgeted expenditure for assigned divisions and advises on potential issues, such as accelerating expenses.
• Maintains accounting records according to established departmental procedures.
• Prepares entries to subsidiary journals and general ledgers as per departmental procedures.
• Handles routine bookkeeping tasks, including posting and balancing for the Judicial Activities Fund.
• Processes invoices and check requests for County and State vendors, ensuring proper documentation.
• Prepares journal entries for the general ledger and subsidiary ledgers
• Schedules appointments and maintains the Chief Financial Officer’s calendar.
• Receives and screens telephone calls; responds to inquiries based on established policies, regulations, or precedent decisions.
• Assists with processing and distributing incoming mail, including postal, interoffice, and faxes.
• Provides excellent customer service with strong multi-tasking and computer skills.
• Performs related work as required.

Qualifications:

• Bachelor’s degree in accounting or closely related field that includes 12 semester credits in accounting. 

OR

• Completion of 12 semester credits in accounting and four years of accounting or bookkeeping experience.
• Data processing coursework may substitute for accounting coursework to a maximum of six semester credits.
• Two (2) years of related experience.
• Knowledge, Skills and Abilities (KSAs):
• Knowledge of management principles, public administration, and their application to government operations.
• Knowledge of research methods and effective use of current, relevant information.
• Knowledge of budgeting policies, including preparation, monitoring, and reporting.
• Knowledge of federal, state, and county laws and regulations relevant to departmental operations.
• Knowledge of modern office practices, accounting principles, and computerized systems for financial and cost management.
• Ability to analyze administrative challenges and recommend practical solutions.
• Ability to interpret and implement departmental rules, policies, and procedures effectively.
• Ability to build strong working relationships with staff, officials, and the public.
• Ability to communicate clearly and concisely in both verbal and written forms.
• Ability to manage budgets, analyze expenditures, and prepare detailed reports.
• Ability to evaluate programs, recommend improvements, and ensure goals are met.
• Ability to develop and refine office policies to enhance efficiency.

Working Conditions/Physical Demands/Licenses Certifications:

Working Conditions:

• Moderate noise; business office setting.

Physical Demands:

• Work involves a significant amount of standing, walking, sitting, talking, listening and reaching with and arms; must be able to transfer up to 10 pounds. Walking to near-by court and other government building locations is required.

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.  Certain service members may be eligible to receive waivers for postsecondary educational requirements.  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.