Judicial Support Administrator 1 (Administrative Assistant) - Facilities Division (County Funded)

Description

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

This position is assigned to provide clerical, administrative, and organizational support to the Court Facilities Division. Key responsibilities include greeting the public, screening calls and visitors, and directing them to the appropriate departments or personnel. The role involves managing schedules and calendars, organizing and entering data, preparing reports and correspondence, maintaining departmental records and archives, and supporting division staff and other court personnel as needed.

Responsibilities

• Enters requests in ticketing system required by County’s private Facilities Management vendor for reporting issues and requesting services. 
• Enters project data for all eleven courthouses in the Circuit’s SharePoint site. 
• Monitors progress of requests and projects in both systems, and provides updates to Director.
• Enters courthouse inventory data and updates courthouse information in SharePoint. 
• Maintains and updates SharePoint information.
• Gathers and organizes data and composes e-mails and other documents, proofreading documents for grammar, spelling accuracy, and format.
• Observes strict confidentiality as may be required by Florida law, rule, or circuit policy.
• Screens telephone calls and visitors; provides information, resolves general issues, directs callers and visitors to the appropriate departments or personnel, takes messages and follows up on pending tasks under the guidance of the Director. Maintains the Department’s calendar.
• Sets up and maintains office files and materials, prepares supporting paperwork for meetings, shreds, scans, files, faxes and photocopies.
• Creates and installs static signage for the Soto Justice Center.
• Attends technical or professional classes, workshops, or seminars to improve technical or professional skills.
• Coordinates maintenance of office equipment, orders and organizes office supplies.
• Interacts with the judiciary, AOC management and staff, building managers, other County staff and other Municipality representatives, private vendors, architects, engineers, etc.
• Performs related work as required.

Qualifications

• Graduation from an accredited college with a bachelor’s degree with major course work in business or public administration, or related field.
• One (1) year of experience in an administrative support role.

• Ability to take full ownership of assigned responsibilities.
• Collects, classifies and formats data for information.
• Produces error-free, grammatically correct and properly formatted correspondence, reports and other communications.
• Communicates daily with superiors, peers, representatives of private entities and other agencies to assess the status of projects, and responds to verbal and written requests.
• Provides cordial and professional assistance to visitors and callers.
• Exhibits tactful and professional problem-solving skills.
• Adaptable to assist with emergencies as required.
• Strong competency in Microsoft Office 365 software suite – including Word, Excel, Power Point and others, including Adobe.
• Knowledge of Adobe, SharePoint, ZOOM and TEAMS.
• Ability to communicate clearly verbally and in writing.
• Competency and ability to learn the use of standard office equipment such as multi-function copiers, telephone systems, and other related equipment.

Working Conditions/Physical Demands/Licenses Certifications

Working Conditions:

• Moderate noise; business office setting. 

• Work involves a significant amount of standing, walking, sitting, talking, listening, balancing, stooping, and reaching with hands and arms; must be able to transfer up to 10 lbs.