Administrative Assistant (Court Security)

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Description

WHY YOU SHOULD APPLY TO THE AOC?

• Great working environment
• Growth and Development Opportunities
• Medical, Dental, Vision + other supplemental insurances offered
• Sick + Vacation Paid Time Off
• Paid Holidays
• Retirement plan options (Pension or Investment)
• 457 Deferred Compensation
• Tuition Assistance
• Employee Assistance Program

SUMMARY The Security Representative Administrative Assistant (“Administrative Assistant”) reports directly to the Director of Court Security (“DCS”). This is a highly responsible position that requires detailed work, performing a variety of customer service, administrative, and operations related duties in the Court Security Department.

The Administrative Assistant's primary responsibilities include, but may not be limited to the following: (1) Provide Administrative Support for the department; (2) Other Duties as Assigned.

Examples of Duties

ESSENTIAL DUTIES AND RESPONSIBILITIES The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.

(1) Provide Administrative Support for the Department

• Provide administrative support for the hiring and training of Court Security Officers;
• Monitor the department's inventory of equipment and supplies;
• Assist with the compilation and reporting of statistical data;
• Assist with the development, maintenance and distribution of incident and operational reports, policies and procedures;
• Serve as a liaison to other departments and outside agencies;
• Schedule and coordinate meetings with staff, other departments and outside agencies; Monitor Florida Department of Agriculture and Consumer Services security licensing rules and regulations to ensure compliance;
• Answer and direct phone calls;
• Organize and schedule appointments;
• Plan meetings and take detailed minutes;
• Write and distribute email, correspondence memos, letters, faxes and forms;
• Assist in the preparation of regularly scheduled reports;
• Develop and maintain a filing system;
• Order office supplies and research new deals and suppliers;
• Maintain contact lists;
• Book travel arrangements;
• Submit and reconcile expense reports;
• Provide general support to visitors;
• Act as the point of contact for internal and external stakeholders; and
• Liaise with other AOC departments, to handle requests and queries.

(2) Other Duties as Assigned

Typical Qualifications

QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Knowledge of:

• Microsoft Office desktop and other software applications
• Office management systems and procedures
• Office equipment, like telecommunications equipment, printers, copiers and computers

Skill to:

• Communicate essential information to others (e.g. managers, colleagues, public, etc.)
• Perform excellent time management and the ability to prioritize work
• Perform excellent written and verbal communication
• Relate to individuals from various socioeconomic backgrounds
• Engage in problem-solving

Ability to:

• Effectively use Microsoft Office to perform job function
• Prepare and organize letters, memos and reports
• Handle matters with integrity and confidentiality
• Use correct English grammar, spelling, and punctuation
• Follow written and oral instructions and procedures
• Exhibit sound judgment and good listening skills
• Perform basic mathematical operations, bookkeeping, and simple statistics
• Plan and prepare reports, correspondence, and charts in a variety of formats
• Manage multiple assignments simultaneously, including short and long range projects
• Be flexible in work assignments and processes based upon need
• Serve continually as a State of Florida Notary Public within 90 days of employment
• Work effectively as a team member and individually
• Travel to various buildings and locations throughout Lee County
• Attend educational seminars, as necessary
• Attend meetings and provide constructive participation, as necessary
• Provide effective, accurate, professional, polite, friendly, and prompt customer service to the public and other agency personnel, AOC employees, and the Judiciary
• Maintain consistent and regular attendance, which is required

Supplemental Information

EDUCATION and/or EXPERIENCE High School diploma or general education degree (GED). Additional education beyond a high school diploma may substitute for the below experience. Experience in one or more:

• Office assistant, bookkeeper or clerk
• Customer Service and/or Communications

CERTIFICATES, LICENSES, REGISTRATIONS Must have a valid Florida driver license with an acceptable driving record.

SUPERVISORY RESPONSIBILITIES This position has no supervisory responsibilities.