Florida State Courts, Twentieth Judicial Circuit, Administrative Office of the Courts
Administrative Assistant II - Human Resources (Lee County)
Florida State Courts, Twentieth Judicial Circuit, Administrative Office of the Courts, Florida, New York, United States
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.
ESSENTIAL DUTIES AND RESPONSIBILITIES (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 Connect
When 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
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
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
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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.
ESSENTIAL DUTIES AND RESPONSIBILITIES (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 Connect
When 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
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
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
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