Secretary Specialist

Working Title: SECRETARY SPECIALIST -

Requisition No: 869745

Location: Circuit One Probation & Community Intervention; 1303 N. 9th Avenue, Pensacola, FL 32501

Starting Salary: $1,390.99 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.)

This position performs routine clerical and administrative functions such as handling information requests, assisting constituents, preparing correspondence, receiving visitors, organizing and maintaining paper and electronic files, and providing information to callers.

• Act as the receptionist and refer patrons to respective location and/or appropriate services.
• Answer telephones, take and deliver messages to staff; ensure phone calls are answered promptly, routed properly, and messages are complete and accurate.
• Treat customers and Juvenile Justice partners in a courteous, respectful and professional manner.
• File and retrieve materials; assist in tracking required documents for timely submission; maintain an up-to-date filing system.
• Process incoming and outgoing mail; date stamp incoming mail and route to appropriate staff.
• Prepare terminated cases for closed files; manage closed files; maintain record retention schedule.
• Prepares files to be sent off for storage and maintain records for files no longer stored in the office.
• Locate and attach appropriate file to incoming correspondence requiring reply.
• Process cases, file court paperwork and mail as they enter the unit.
• Process cases when a Filing Decision is received from the State Attorney's Office, including closing a case or forwarding it to a Supervision Unit.
• Maintain unit supplies, including inventorying.
• Perform tasks assigned by the JPOS such as filing, copying, typing reports, minutes of meetings and other correspondence.
• Attend and complete training to increase job proficiency (required yearly training as established by Departmental Policy).
• Provide coverage during planned and unplanned absences of other secretarial support staff within the Circuit, including temporary workstation reassignment.
• Performs other duties as assigned.

• High School Diploma at the time of submission.
• Knowledge of business formats and office procedures.
• Proficiency with Microsoft Office Software (Word, Excel, PowerPoint, Outlook).

• Valid driver's license.
• Ability to learn My Florida Marketplace State Purchasing System.

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).

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. All documentation is due by the close of the vacancy announcement.

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  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.