Staff Assistant - 80039517

Requisition No: 832208

Agency: Juvenile Justice

Working Title: STAFF ASSISTANT - 80039517

Pay Plan: Career Service

Position Number: 80039517

Salary: $1,396.68 bi-weekly

Posting Closing Date: 07/04/2024

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The Department of Juvenile Justice salutes our heroes.

We are honored to have the opportunity to support our nation's veterans and their families

We value the service given to our country and support the hiring of service members and military spouses.

LOCATION, CONTACT AND SALARY INFORMATION

LOCATION CIRCUIT 9 - PROBATION & COMMUNITY INTERVENTION - ORLANDO, ORANGE COUNTY

CONTACT PERSON Dileasha Smith, Administrative Assistant II, 407-241-0155

STARTING SALARY: $1,396.68 Bi-Weekly (In accordance with current spending restriction, an internal promotion into the position will be filled at the minimum of the pay grade or up to 5% of the employee's current rate, whichever is higher.)

DESCRIPTION

Duties include scheduling meetings, maintaining calendar, processing expense vouchers, travel arrangements, maintain office filing system, and other administrative duties to help manage the day-to-day operations for the Office of Administration.

DUTIES AND RESPONSIBILITIES

Reviews, audits, and processes all accounts payable documents, to include but not limited to purchase order receiving reports, non-purchase order receipts, and travel in accordance with departmental and regional office procedures, and in accordance with Florida Statues.

Processes invoices and handles various fiscal functions such as blanket purchase orders, general services, purchasing, P-Card purchases, WORKS review and approval.

Maintain vendor files establishing ledgers for all accounts, reviewing account information, and keeping current information and balances on each file. Prepare and submits all purchase requisitions in accordance with departmental and regional office procedures; maintains purchase requisitions/purchase order files, catalogs, and state contracts.

Assists in the review of the direct operating budget by reconciling expenditure and encumbrance reports against the region's vendor files. Acts as the purchasing liaison between the regional office and the Circuit. Handles vendor inquires and complaints.

Receives and sorts incoming correspondence and bills, telephone messages, complaints, inquires and to coordinate meeting schedules.

Responsible for inventory, ordering of office supplies, forms, and reporting Meter Readings on all copiers to the vendor every month. Process and distribute correspondences and draft responses as needed.

Telecommunications Coordinator (cell phones) - Maintain log of all cell phone users by cell number, suspend and active new cell users, track monthly Cell Phone Verification forms.

Volunteer/Intern Coordinator - Interview prospective Interns and Volunteers. Completes background screenings.

Maintain files on all volunteers, submit monthly volunteer report to Tallahassee and Regional Office. Process all Live Scan Fingerprinting for candidates.

Handles sending, receiving the Circuits comprehensive assessments. Reviews and reconcile the invoices for the Comprehensive Assessments.

MINIMUM QUALIFICATIONS FOR THIS POSITION INCLUDE THE FOLLOWING REQUIRED ENTRY LEVEL KNOWLEDGE, SKILLS AND ABILITIES

A high school diploma or its equivalent.

Knowledge of administrative principles and practices.

Knowledge of office procedures and practices.

Knowledge of the principles and techniques of effective communication.

Ability to collect, evaluate and analyze data relating to administrative functions such as accounting, personnel, purchasing, or report writing.

Ability to prepare correspondence and administrative reports.

Ability to understand and apply applicable rules, regulations, policies, and procedures.

Ability to utilize problem-solving techniques.

Ability to work independently.

Ability to plan, organize and coordinate work assignments.

Ability to communicate effectively.

Ability to establish and maintain effective working relationships with others.

Ability to plan organizes and coordinate work assignments.

Must possess good typing skills.

Knowledge of computer and computer network filing and note keeping skills, knowledge of JJIS.

Knowledge of acceptable telephone techniques.

Knowledge of proper office etiquette.

Knowledge of office procedures.

Ability to operate and repair various types of office equipment.

PREFERRED QUAILIFICATIONS

Two (2) years of secretarial/administrative support experience.

Proficiency in Microsoft Office.

Experience in taking meeting minutes/notes.

Preference will be given to candidates with experience in scheduling meetings and maintaining a calendar.

Special Profile Instructions:

Please fill out the profile in its entirety. Candidate Profiles that show no employment history, no employment dates, duties left blank, or state "see attached resume" will be considered incomplete and will not be reviewed.

All fields in the candidate profile must be completed.

Work history, hours worked, and formal education fields must be filled out to determine qualifications for this position. Putting "see resume" does not substitute for completing all sections of the candidate profile.

All previous periods of employment must be listed with address of employer, supervisor name and contact phone number. If there is more than a one-month gap in the employment history that period must be included in its own paragraph block within the employment history section.

SPECIAL NOTES

Individuals applying for this position need to list all places of employment, to include interning, volunteering & all periods of unemployment.

All responses provided to the qualifying questions for this vacancy advertisement must be verifiable on your State of Florida Candidate Profile. Please provide an explanation of gaps in employment. Incomplete profiles will NOT be considered.

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 and the successful completion are conditions of employment.

DJJ participates in E-Verify (Employment Eligibility).

When identified on a position description, a valid driver's license is required. If initially hired with an out-of-state license, the Florida resident must obtain a valid Florida state driver's license within 30 days of hire.

Licenses suspended or revoked for any reason, work permits (Business purpose/Employment/education only licenses) and some types of restricted licenses are not acceptable. Licenses that have Corrective Lenses Restriction are acceptable, provided the driver wears corrective lenses while operating the vehicle and pre-employment drug screening for direct care positions.

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.