Administrative Assistant II

Description

WHY SHOULD YOU APPLY TO THE AOC?

* Great working environment
* Growth and Development Opportunities
* Medical, Dental, Vision + other supplemental insurances offered
* Sick + Vacation PTO
* Paid Holiday's
* Retirement plan options (Pension or Investment)
* 457 Deferred Compensation
* Tuition Assistance
* Employee Assistance Program

KEY REQUIREMENTS

* Bachelor's degree from an accredited college or university; additional relevant human resources experience may substitute for the recommended education level on a year-for-year basis
* Two years of Human Resources or administrative/secretarial experience (experience within the last five years preferred). Additional relevant education may substitute for the recommended experience on a year-for-year basis
* Knowledge of Human Resources and State Courts Rules and Regulations

SUMMARY

This is responsible work performing a variety of receptionist, administrative, and human resources duties in the Human Resources department for the Administrative Office of the Courts in the Twentieth Judicial Circuit. The Administrative Assistant II is the first point of contact for all Human Resources visitors and telephone calls and is responsible for greeting and assisting all customers. The Administrative Assistant II works independently and as a team member, and must exercise discretion in dealing with confidential, sensitive, and detailed information. Work is performed under limited supervision. A variety of working relationships are established with the state courts system personnel, judges and non-judicial officers, vendors, judicial assistants, and the general public.

Primary responsibilities of an Administrative Assistant II include the following: (1) Reception; (2) Records Management; (3) Tuition Reimbursement and Waivers; (4) Recruitment Processes and Employee Benefits; (5) Certificates and Awards; (6) HR Systems Processes; and (7) 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) Reception

* Serve as receptionist for Administrative Office of the Courts' Human Resources
* Welcome and assist visitors as appropriate for level of responsibility
* Process incoming and outgoing mail and documents (interoffice and General U.S. mail), hand deliver and pick up to various buildings weekly or more often if necessary
* Date stamp all incoming mail
* Receive and distribute packages and faxes
* Ensure HR lobby has appropriate Employment Law posters, recruitment information, and other human resources related information
* Maintain organization of reception, conference, and front desk areas

(2) Records Management

* Create new documents, forms, brochures, checklists, etc. as directed
* Maintain current forms, documents, and links in correct folders electronically and in physical files
* Update HRIS and ensure Outlook is updated when employee/JA/Judge changes occur
* Kwiktag Scanning
* Scanning documents within five (5) business days of receipt
* Maintain/Update Kwiktag manual
* Place appropriate orders and documents in personnel files
* Train new users on Kwiktag use and procedures
* Perform Kwiktag administrative functions
* Maintain accurate and organized personnel document storage records



Process requests for scanned KwikTag documents and review Update, upload, delete, and reorganize, as needed, current documents in both internal and external formats of Court ConnectWhen authorized, research and respond to inquiries related to public records and information requests and retain specific and detailed compliance information(3) Tuition Reimbursement and Waivers

* Receive, review for accuracy, and process education reimbursement applications within three (3) days of receipt
* Track and maintain education assistance program (EAP) budget and participant information utilizing Microsoft Excel
* Confirm annually during the 3rd quarter, the current State university cost per credit hour and update documents and Court Connect accordingly
* Complete state employee verifications for State tuition waiver program, provide employee with a copy and place copy in personnel file

(4) Recruitment Processes and Employee Benefits

* Perform application verifications
* Process employment verification requests
* Input new employee information into HRIS database
* Prepare new hire packets for orientations
* Assist in the New Hire Orientation process with the HR Team
* Participate on interview panels on a rotating basis or more often as needed

(5) Certificates and Awards:

* Track, log, and prepare or order all certificates of appointment, service awards, and special awards such as retirement for timely presentation
* Ensure proper budget restrictions and guidelines are followed with relation to the purchase and/or preparation of certificates/awards
* Obtain necessary signatures and distribute to Supervisors for presentation to employees on or before the effective date

(6) HR Systems Processes

* Disseminate live checks and pay stubs either in person, by mail, or FedEx on appropriate pay date
* Respond to information requests from AOC Management and the HR team by researching information in various data bases and records and provide information as appropriate

Compliance Duties

* Provide each department circuit-wide with current required Employment Law postings and audit twice annually (January & July) to ensure compliance
* Maintain a spreadsheet of posting distribution and posting audit information
* Monitor posting requirements and initiate the purchase of replacement posters and disseminate when necessary within budget constraints

(7) Other Duties as Assigned

* Assist with preparation and coordination of training workshops, which includes set-up, room and equipment organization, and preparation and dissemination of training certificates

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:

* Federal, State, and Local Wage and Employment Law Rules and Regulations
* Florida Public Records rules pursuant to Rules of Judicial Procedure & Florida Statute 119.07
* Employment records management and retention requirements
* Rules of English grammar, spelling, and punctuation
* HR office procedures, practices and policies
* Microsoft Word, Excel, PowerPoint, and Outlook
* HR office procedures, practices, and policies

Ability to:

* Perform mail pickup and delivery throughout the Lee County Justice Center Complex and other government buildings in the downtown Fort Myers vicinity
* Maintain confidentiality of private, personal, and/or sensitive information
* Represent the AOC and HR department in a professional and positive manner
* Provide effective, accurate, professional, polite, friendly, and prompt customer service to the public and other agency personnel, AOC employees, and the Judiciary
* Efficiently operate a computer, utilize Microsoft Office Suite and a multitude of other software programs and databases with limited or no formal instruction
* Communicate clearly and effectively in writing and orally in both individual and group settings
* Work under pressure and meet deadlines
* Establish work priorities effectively and adjust priorities when necessary
* Work effectively both independently and as a team member
* Plan, organize, and complete special assignments with minimal direction and/or supervision
* Pay close attention to detail in order to provide an accurate work product
* Type, compose, proofread, and edit correspondences, reports, and data
* Effectively identify issues and solutions
* Answer a multi-line telephone system and assist callers in a polite and efficient manner
* File documents logically for easy retrieval and future reference
* Maintain organization of workspace, equipment, projects and files, etc.
* Travel occasionally throughout the circuit and State for trainings, meetings, and interviews utilizing an automobile
* Be flexible, trustworthy, and dependable
* Work the required hours of 8:30 a.m. to 5:00 p.m. Monday through Friday
* Maintain consistent and regular attendance, which is required
* Maintain CJIS Security Awareness Training - level 2

Supplemental Information

EDUCATION and/or EXPERIENCE

* Bachelor's degree from an accredited college or university; additional relevant human resources experience may substitute for the recommended education level on a year-for-year basis
* Two years of Human Resources or administrative/secretarial experience (experience within the last five years preferred). Additional relevant education may substitute for the recommended experience on a year-for-year basis

CERTIFICATES, LICENSES, REGISTRATIONS

* CJIS Security Awareness Training - level 2
* State of Florida Notary Public Certification is required within six (6) months to one (1) year of hire

SUPERVISORY RESPONSIBILITIES

None