Administrative Assistant II - Human Resources (Lee County)

Administrative Assistant II

Why should you apply to the Administrative Office of the Courts for the 20th Judicial Circuit?

Great working environment

Growth and Development Opportunities

Competitive Benefits Package

Paid Time Off (Vacation and Sick)

Public Service Loan Forgiveness Qualifying Employer

Tuition Assistance

Paid Holidays

Retirement Plan Options

457 Deferred Compensation Plans

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.

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

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

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

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

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

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

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

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 CJ