Requisition No:835450
Agency: State Courts System
Working Title: JA Administrative Assistant 2 (Human Resources Front Desk Assistant) (County Funded)
Pay Plan: State Courts System
Position Number:20227
Salary: $41,472.47
Posting Closing Date: 08/27/2024
Total Compensation EstimatorTool
ADMINISTRATIVE OFFICE OF THE COURTS
JOB ANNOUNCEMENT
Eleventh Judicial Circuit of Florida
SALARY: $41,472.47 Annually
OPENING DATE: 08/13/2024
CLOSING DATE: 8/27/2024 11:59 PM Eastern
Applicants interested in the position should also submit an online application and a resume on the Eleventh Judicial Circuit of Florida's website. To apply for the position, please visit: https://www.governmentjobs.com/careers/jud11flcourts
Description
Salary is Non-Negotiable. The successful candidate will be hired at the minimum salary.
This is a professional level position which provides administrative support to the daily operations of the Human Resources Division, which falls under the Administrative Office of the Courts (AOC). Work requires excellent communication and customer service skills, initiative, independent judgment, discretion in answering and processing of requests for information, and maintaining confidentiality of sensitive matters. Working relationships are established with judges, court personnel, state and county officials, other agency personnel, attorneys, and the public.
Responsibilities
- Serves as the first point of contact for the division.
- Greets visitors, screens telephone calls, provides general information at front desk area.
- Provides personnel-related support to the judiciary and employees regarding pay and benefits.
- Prepares correspondence and maintains calendar of appointments.
- Assists with the audit of biweekly payroll and confirms timesheets are completed timely to ensure compliance by the established deadline.
- Processes insurance status changes and sends reminders to new hires regarding eligibility for insurance benefits.
- Responsible for maintaining and managing both paper and electronic personnel files of personnel records.
- Processes and distributes incoming faxes and mail (postal/interoffice); coordinates document delivery and pick-ups to and from Miami-Dade County offices.
- Completes data entry in internal and external personnel management systems.
- Manages the issuance of Circuit identification cards to both internal personnel and approved external personnel, including generating invoices when applicable.
- Orders, maintains, and tracks supplies and equipment.
- Maintains, monitors, and updates various reports including but not limited to employee database, personal staff list, background check log, Rohde Parking list, Miami-Dade Easy Cards, annual longevity pin awards, and certifications/validity of licenses as needed.
- Completes employment verifications and processes public records requests as needed.
- Processes new hires including but not limited to completion of paperwork and notarization of same, fingerprinting, and entering information into relevant databases.
- Conducts presentations.
- Assists with payroll, training, New Employee Orientation (NEO), and general clerical functions.
- Assists recruitment team with scheduling interviews, verifying previous employment, scheduling pre-employment screening, preparing job offer letters, and creating employee personnel files.
- Assists with processing tuition refund and waivers, and ensures compliance with policies, guidelines, and procedures.
- Performs additional duties as assigned.
Qualifications
- Bachelor's degree from an accredited four-year college or university with a major in Human Resources, Business, or Public Administration, Management, Psychology, Social Science, Behavioral Science, or a related field.
- Three (3) years of related professional experience in Human Resources or public employment.
- Bilingual in English/Spanish preferred.
Knowledge, Skills and Abilities (KSAs):
- Proficient knowledge of general Human Resources policies and procedures.
- Knowledge of federal and state employment law.
- Proficient knowledge of general office procedures.
- Proficient knowledge in Microsoft Word, Excel, Zoom, Access, and PowerPoint.
- Ability to pay close attention to detail.
- Must possess excellent organization and time management skills.
- Knowledge of Miami-Dade County software and programs (PeopleSoft and Time and Leave) is highly desirable.
- Knowledge of state and county pay and benefits policies, provisions, and guidelines is preferred.
- Knowledge of business arithmetic.
- Must possess excellent communication and customer service skills.
- Ability to be resourceful, responsive, and observant, while paying special attention to detail when performing assigned tasks.
- Ability to be flexible in the face of interruptions, and reprioritize assignments as needed.
- Ability to communicate effectively and tactfully orally and in writing.
- Ability to maintain adequate records and files.
- Ability to accept and adapt to changes in policies, procedures and/or technology.
- Ability to adapt to changes in work assignments.
- Ability to make presentations to court personnel in a professional, dynamic, and efficient manner.
- Ability to establish and maintain cooperative working relationships with internal and external customers, such as the judiciary, personal staff, AOC executive team, court staff, Miami-Dade County's Human Resources Division and Office of Management and Budget (OMB), Office of the State Courts Administrator (OSCA), Public Defender’s Office, State Attorney’s Office, Office of the General Counsel, volunteers, and the public.
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. Walking to near-by court and other government building locations is required.
Communication:
- Conveys and receives information in person, via email and over the telephone.
The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.
Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.
The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.
