Administrative Specialist II - Courts

Job Title

Under minimal supervision, this position provides team and administrative support for the professional activities and staff of the Treatment Court programs in Sarasota County, by managing and coordinating all activities of the front office. All work performed is of a sensitive nature, and the incumbent must practice strict confidentiality with client and departmental information and records.

Job Description

Office Management Responsibilities:

Responsible for all office management functions of the treatment court offices, which is staffed by two program directors, two assistant directors, three lab technicians, nine counselors and four case managers, as well as two clinical supervisors representing behavioral healthcare agencies and supports 200+ treatment court clients.

Develops and/or improves office workflow processes for Drug Court, Veterans Court, DUI Court, Health Care Court & Opiate Court programs.

Coordinate facility repairs or reporting of issues to building manager; refers complex issues to supervisor.

Tracks and processes payments.

Maintains inventory of office supplies and submits and tracks orders for new supplies, including lab supplies.

Programmatic Administrative Duties:

Copies, files and distributes mail.

Types, enters and collects data, utilizing treatment court databases.

Prepares and distributes intake packets and other reports.

Ensures programmatic updates are posted within the office.

Maintains knowledge about treatment court programs and processes.

Review treatment court web pages for updates and coordinates appropriate changes with supervisor and IT department.

Participates in non-routine projects.

Trains new employees on office equipment; assists in answering questions of new employees on treatment court databases and Criminal Justice Information Services (CJIS) reports. Enters statistics into database and runs reports.

Customer Service Responsibilities:

Provides internal and external customer service.

Greets and processes clients.

Answers telephones and answers questions, as appropriate, or directs calls to the appropriate line.

Resolves problems and situations with clients in the office, escalating only the most complex problems to supervisor.

Communicates program policies, procedures and methods to clients and staff.

Scheduling Responsibilities:

Schedule nurse/medical resident and/or counseling appointments for all treatment court programs.

Maintains calendars for counselors and treatment court staff. Reschedules appointments as necessary.

Ensures all clients are notified timely of changes to court date.

About You

Minimum Qualifications: A High School Diploma or GED with 2 – 5 years of administrative and computer experience. College course work in Business from an accredited college or university preferred. Related professional certification preferred. NOTE: One year of college may substitute for one year of experience. May require certification by the Florida Department of Law Enforcement (FDLE) as a Florida Crime Information Center/National Crime Information Center (FCIC/NCIC) operator.

Job Competencies:

Knowledge of Microsoft Office programs, such as Outlook, Word, Excel, PowerPoint and Publisher.

Knowledge of electronic filing systems and practices. Skill in typing, ability to use varied databases for statistical/reporting purposes.

Ability to learn and utilize various criminal justice databases, monitor/wintox systems, DCCM, intoxilyzer, etc.

Customer service skills, such as courtesy, sensitivity, tact, rapport and discretion.

Ability to maintain confidentiality. The ability to respond appropriately to inquiries and provide adequate information. Must be able to community effectively, both orally and in writing.

Knowledge of the Criminal Justice System is helpful.

Subject to Passing Substance Screening: This position is subject to passing a pre-employment substance screening. An applicant who fails to pass a required drug screening test shall be disqualified from employment in any class for a period of five (5) years.

About Everything Else

Pay: $15.71

This Posting is currently Open Until Filled