Administrative Secretary

State of Florida Jacksonville, FL
Requisition No: 38099

Agency: Children and Families

Working Title: ADMINISTRATIVE SECRETARY - 60057716

Position Number: 60057716

Salary: $863.60 bi-weekly

Posting Closing Date: 06/25/2018

* ANTICIPATED VACANCY*

This position is responsible for performing a variety of complex or technical secretarial work assisting in the daily operation of the Children’s Legal Services Office (CLS).

Handles office purchasing of goods and services by preparing purchasing vouchers in MyFloridaMarketplace (MFMP) or witness requests for approval. Office supplies are monitored and ordered as needed. Witness requests are processed timely and contain all services being requested (ie consultation; file review; testimony.) If the requested expert is not a registered vendor, the position ensures the vendor is provided a copy of the vendor instruction sheet, to register through www.myflorida.com. Processes CLS invoices within 2 days of receipt and forwards to the supervisor for approval.

Tracks and/or distributes incoming mail or e-mail correspondence. Duties may also include the proper routing of telephone calls and the distribution of telephone messages. Receives and routes telephone calls, the answers to which may involve the interpretation of policies and procedures.

Set up and maintain case files. Accurately, neatly, and timely file all correspondence in appropriate files. Organize and maintain filing system for CLS. Close out and purge files to archive storage and/or destruction at least semi-annually. Maintain log of files archived/destroyed.

Copies and distributes all legal documents filed with the court in dependency proceedings following Florida Statute timelines including, but not limited to petitions, pleadings, motions, discovery requests, case plans, affidavits, pre-disposition reports, judicial reviews, social study reports, and notices to interested parties. Uses E-filing system where appropriate.

Makes travel arrangements for Attorneys within Circuit and prepares travel vouchers following departmental operating procedure timelines.

Performs other related work in association with or as directed by the Regional Director, Managing Attorney, Attorney Supervisor, and/or CLS Leadership.

Knowledge of office procedures and practices. Knowledge of the methods of data collection. Knowledge of computer usage and different software. Ability to use copies and fax machine. Ability to organize files and other records. Ability to organize and maintain records management systems. Ability to handle telephone calls in a courteous and effective manner.

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. 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.

Nearest Major Market: Jacksonville