Job Title: Secretary for Criminal DivisionWHY SHOULD YOU APPLY TO THE ADMINISTRATIVE OFFICE OF THE COURTS FOR THE 20TH JUDICIAL CIRCUIT?Great working environmentGrowth and Development OpportunitiesCompetitive Benefits PackagePaid Time Off (Vacation and Sick)Public Service Loan Forgiveness Qualifying EmployerTuition AssistancePaid HolidaysRetirement Plan Options457 Deferred Compensation PlansKEY REQUIREMENTSGraduation from high school or a GED equivalency diplomaTwo years of clerical experienceExperience in the Criminal Justice field preferredKnowledge of clerical support practices and proceduresKnowledge of Microsoft Outlook, Microsoft Word and Microsoft Excel SUMMARY The Secretary serves the clerical needs of the Criminal Division performing a wide variety of secretarial and clerical duties. The accurate and efficient intake of criminal data and flow of information is essential. The secretary must be professional and be able to maintain confidentiality and tactful handling of sensitive data. The Secretary prepares written orders, modifications, warrants, revocations, terminations and dismiss orders. This position involves an extensive amount of contact with the Public, the Judiciary and other agencies public and private. The Secretary must have the ability to communicate in a concise manner verbally and in writing.A Secretary's primary responsibilities include the following: (1) Customer Service; (2) Tracking and Data Entry; (3) Case Support; (4) Other Duties as AssignedExamples 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) Customer ServiceOpen and close officeHandle incoming calls professionally on a multi-line phone, referring to proper locationsGreet and assist public at the front counter with a high level of customer serviceScreen for determination of indigence for appointment of counselSign up and check in defendants for orientations and mandatory appointmentsFollow proper office procedures and protocols for handling of incidentsCheck in media and complete required paperworkAssist with Electronic Court Reporting forms (2) Tracking and Data EntryCopy and track documentsNotarize any warrants, NTA's and/or motions and forward to appropriate judgeData entry into various databasesProcess paperwork from courtTrack and test program statisticsPrepare and maintain secondary dissemination logsProcess and distribute mailProofread documents to ensure accuracyPrepare reports and review statistical informationInterpret court orders and forms with various legal termsRetrieve and distribute date sensitive file materials, based on arrest dates and upcoming court hearingsCalculate and record all completed community service hoursComplete all updates ordered by the officersCreate memos to the Clerk of Court for fees(3) Case SupportRun DAVID and/or NCIC/FCIC searchesReview databases for custody, supervision and bench warrant statusPrepare and process forms, reports, letters, orders, agreements and case filesTerm and scan case filesPrepare and track agreementsPrepare mail in packets and reassignment ordersSchedule instruction appointmentsType orders, warrants, revocations, terminations and dismiss ordersPrepare letters and correspondence ordered by officersPrepare inactive files for scanning and scan all inactive files(4) 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: Basic structure of criminal justice systemCourt proceduresClerical support practices and proceduresMicrosoft Outlook, Microsoft Word and Microsoft Excel Ability to: Maintain confidentiality to sensitive mattersProvide effective, accurate, professional, polite, friendly, and prompt customer service to the public and other agency personnel, AOC employees, and the Judiciary on a daily basisCommunicate effectively and professionally with clients, including those who may by emotionally upset and demandingEfficiently operate a computer, utilize Microsoft Office Suite and a multitude of other software programs and databases with limited or no formal instructionOperate general office equipment, including printers, copiers, scanners and fax machinesObtain and maintain NCIC/FCIC computer operator certification within 30 days of hireAbility to interpret NCIC/FCIC recordsMeet established deadlinesWork the required hours Monday through FridayMaintain consistent and regular attendance, which is requiredCover other shifts and assignments as requiredDrive an automobile (may be required to drive within the circuit) EDUCATION and/or EXPERIENCE Graduation from high school or a GED equivalency diplomaTwo years of clerical experience. ( Additional relevant education may substitute for the recommended experience on a year-for-year basis, excluding supervisory experience.
)Experience in the Criminal Justice field preferred CERTIFICATES, LICENSES, REGISTRATIONS Obtain and maintain NCIC/FCIC computer operator certification within (30) days of hireMay be required to obtain and maintain a State of Florida Notary Public Certification (within 30 days of hire)May be required to drive within the circuitSUPERVISORY RESPONSIBILITIESNoneSupplemental Information EQUIPMENT UTILIZED Personal computer, telephone, fax, scanner, copier, two-way radio, and shredder LANGUAGE SKILLS Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public. MATHEMATICAL SKILLS Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, percentages, and decimals. PHYSICAL DEMANDS Typical physical demands of this position are regularly standing, sitting, walking, talking, hearing, and seeing. Specific vision abilities required by this position include close vision and ability to adjust focus.
The position occasionally lifts up to 10 pounds. WORK ENVIRONMENT The noise level in the work environment is usually moderate. REASONING ABILITY Must be able to apply common sense understanding to carry out instructions furnished in written, oral, or diagram
Secretary (Charlotte County) Criminal Division in punta gorda at Unknown Company
This position is listed as full time and onsite.