Administrative Assistant II - County Civil Division (State Funded)

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

The essential function of the position within the organization is to provide advanced administrative, organizational, fiscal, coordinating, and clerical support. The position is responsible for administrative and clerical/office tasks of moderate responsibility. Work requires independently developing work methods and sequences. The position works under the general supervision of the Director of the County Civil Division.

• Screens and refers callers to the appropriate department, as required.
• Provides administrative support to the director and case management team and other court staff; and may provide temporary coverage for other administrative support staff, as needed.
• Composes/drafts and/or types correspondence, court orders, pleadings, memoranda, reports, e-mails, and other documents observing strict confidentiality; and transcribes documents.
• Answers telephone calls and greets visitors; provides information to the public and resolves issues or directs caller/visitor to appropriate office or staff.
• Monitors financial actions in Florida Accounting and Information Resource (FLAIR), preaudits invoices, and travel reimbursement requests in accordance with State of Florida and State Courts System policy; obtains bids for purchases; performs purchasing duties, such as ordering office supplies and equipment, using state purchasing card and/or MyFlorida Market Place; and monitors unit expenditures.
• Schedules appointments/meetings and maintains calendars, coordinates schedules for staff and keeps supervisor(s)/staff apprised of appointments.
• Sets up and maintains files, books, records, and other departmental systems of responsibility; and provides database updates as required.
• Gathers and maintains information/data to support periodic and special reports for the area of responsibility; makes copies and distributes to appropriate personnel or departments as designated.
• Collects and analyzes data for statistical reports; and assists in conducting surveys.
• Picks-up incoming mail, screens mails, and refers the mail or e-mail to the appropriate parties.
• Extracts, summarizes, and assembles material from files.
• Keeps accurate records, creates and organizes files and maintains complex filing systems, which includes confidential files.
• Plans and maintains an adequate supply of office materials and supplies.
• Drafts documentation for the court as to parties’ progress and compliance; provides correspondence as necessary; and distributes reports to parties and collaterals as appropriate.
• Schedules and facilitates in-service trainings.
• Records data entry on Odyssey and courtMap.
• Assists with meeting deadlines.
• Performs other office and administrative tasks as required.

• Graduation from an accredited college with a Bachelor's degree.
• Two (2) years of experience in business administration, performing office, legal secretary or paralegal work.
• Additional relevant experience may substitute for the recommended educational level on a year-for-year basis. 

• Knowledge of the organization, operation, function, and jurisdiction of the court of assignment.
• Knowledge of modern office practices and procedure.
• Proficient in business English, grammar, spelling, and punctuation.
• Thorough knowledge of secretarial practices and procedures.
• Ability to communicate effectively in writing and orally.
• Ability to understand and follow oral and written instructions.
• Ability to make work decisions in accordance with laws, regulations, and departmental policies and procedures.
• Ability to accurately maintain a variety of complex records.
• Ability to establish and maintain effective working relationships with the judiciary, court administration personnel, and other private and public agency staff.
• Ability to work with minimal supervision and recognize and establish work priorities.
• Ability to handle sensitive matters with integrity and confidentiality.
• Ability to work effectively with the public and handle individuals who are under stress with courtesy, tact and patience.
• Proficient in Microsoft Office Suites, i.e. Outlook, Word, Excel, Zoom, Teams, etc.
• Ability to complete data entry and retrieve information.
• Ability to be flexible and open to learning new procedures and techniques.
• Ability to prioritize and multitask.
• Knowledge of or the ability to learn technology platforms and other court related systems as it relates to the position.

Working Conditions:

• Moderate noise; business office setting.

Physical Demands:

• Work involves a significant amount of standing, walking, sitting, talking, listening, and reaching with hands and arms. Must be able to transfer up to 10 pounds.