Senior Office Assistant - Probation

NOTE TO INTERNAL APPLICANTS: INTERNAL CANDIDATES IN THE SAME CLASSIFICATION AND/OR PAYGRADE AS THE POSITION POSTED WILL NOT RECEIVE A PAY ADJUSTMENT IF SELECTED.

Under general supervision, the purpose of the position is to provide routine to moderately complex clerical support to the assigned supervisor. Employees in this classification function at journey level and are accountable for the accuracy of both routine and non-routine clerical support duties performed as dictated by the nature of department. Position may be assigned to a large operating unit and perform a broad array of routine secretarial support functions, or assignment may be to a smaller specialized unit wherein incumbents perform specialized duties in supporting department objectives.The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.

• Performs a variety of routine and moderately complex secretarial functions, e.g., data entry, typing, reports preparation and processing, documentation review; gathers, and prepares data as directed; provides information to supervisor; May receive payments from probationers for cost of supervision and community service insurance and conversion and maintain reports of such. 
• Generates various routine and moderately complex correspondence, articles, memos, agendas, orders, reports, forms, manuals, or other relevant materials appropriate to the assigned department; may be required to calculate or review statistical data or reports.
• Assists in gathering information for probation personnel from a variety of sources, including public and private social agencies, law enforcement agencies, courts, employers, etc. Assists in verification of social and legal history data pertaining to probationers; assists probationers in completing questionnaires and assessments. 
• Files or retrieves from file materials and documents by the number, alphabet, or code; assists with record keeping duties and filing systems relevant materials appropriate to assigned unit. 
• Prepares, reviews and processes various departmental forms, reports and documents for accuracy; Runs FCIC/NCIC criminal histories on probationers. 
• Receives telephone inquiries and concerns, ascertains the nature of the call, and resolves personally, directs to the appropriate individual or department, or acts as liaison to the assigned supervisor.
• Serves as a receptionist, greeting and answering inquiries from the general public and business community related to departmental operations, structure and procedures. 
• Assists with specialized projects to support the administrative processes of the department.
• Assists with the resolution of minor routine administrative and operational problems.
• Performs data entry tasks from forms, records, or files as directed.
• May assist with departmental inventory functions.
• Maintain confidentiality of information in the performance of duties.
• Attends meetings for the dissemination of information as required by the assigned supervisor. 
• Performs duties as assigned/necessary which are related, or logical in assignment to the position.

Education: High School Diploma or GED.

Experience: Two (2) years experience in clerical/secretarial support functions; or an equivalent combination of education, certification, training and/or experience. 

Miscellaneous: 

• Must possess and maintain a valid Florida Driver’s License. 
• Must be FCIC/NCIC certified within 60 days of employment.

• Considerable knowledge of modern office procedures and equipment; considerable knowledge of clerical and secretarial support functions. 
• Ability to plan, organize, and coordinate schedules, meetings and travel arrangements.
• Ability to understand, follow and supervise written and oral instructions.
• Ability to communicate effectively verbally and in writing.
• Ability to establish and maintain effective working relations with management, employees, other departments, officials and the general public; knowledge of the principles and techniques of customer service skills.
• Ability to use good judgment, discretion and confidentiality in the performance of duties.
• Knowledge of business English, e.g., correspondence formats, spelling, punctuation and grammar.
• Ability to perform routine mathematical computations and tabulations accurately and efficiently.
• Ability to type 35 WPM.
• Ability to access, operate and maintain various software applications.
• Ability to operate basic office equipment e.g., computer terminals, printers, copy machines, telephone systems, facsimile machines.
• Ability to read, update and maintain various records and files; knowledge of administrative support functions, e.g., records maintenance, data analysis, reports processing, documentation proofing.

Physical Demand Requirements: 

• Physical Demand: Light
• 20 pounds maximum lifting.
• Frequent (up to 2/3 of the work time) lifting, carrying up to 10 lbs.
• If less lifting involved will require significant walking/standing.
• If mostly sitting is involved will require push/pull on arm or leg controls.
• Expressing or exchanging ideas by spoken word or perceiving sound by ear.
• Good eye sight for production or safety of self and others.
• Physical agility is required in kneeling, bending, stooping, and reaching.
• Required to have clear vision at distances of 20 inches or less.