OPS STAFF ASSISTANT - 80900321

Ops Staff Assistant - 80900321

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

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

Files and retrieves materials. Assist in tracking required documents for timely submission. Must maintain an up-to-date filing system, easily assessible by supervisor and other staff members.

Process incoming and outgoing mail. Date stamps incoming mail and routes to appropriate staff.

Prepare terminated cases for closed files. Manages closed files for unit and maintains record retention schedule.

Prepares files to be sent off for storage and maintains records for files no longer stored in the office.

Locate and attach appropriate file to incoming correspondence requiring reply.

Processing cases, file 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.

Maintaining unit supplies, including inventory.

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

Attend and complete training to increase job proficiency. Training includes : Completing the required amount of yearly training as established by Departmental Policy, completing all mandatory training as established by Departmental Policy, and following a yearly training calendar.

Provide coverage during the planned and unplanned absence of other secretarial support staff within the Circuit, to include temporary workstation reassignment.

Performs other duties as assigned.

Minimum qualifications for this position :

High School Diploma.

A valid Driver's License is required. A valid driver's license is needed to deliver mail to the post office, if needed and to take State Vehicles in for maintenance.

Level knowledge, skills and abilities :

Knowledge of business formats and office procedures.

Knowledge of and ability to use Microsoft Office Software including Word, Excel, Power Point 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 use computers and computer programs.

Ability to gain knowledge of My Florida Market Place.

Special notes :

This position may require flexibility in work hours, depending on workload.

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).

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.