The U. S. Pretrial Services Office for the Middle District of Florida is currently accepting applications for the position of Administrative Assistant. This position will be in the Orlando division and will provide administrative support to the pretrial services officers and general office support for the operational functions of the office.
The successful candidate will have at least two years' progressively responsible clerical or administrative experience which indicates an understanding of the knowledge and skills necessary to perform the duties of this position. Other requirements include: high school diploma, or equivalent; working knowledge of databases and computer software programs, ability to type with strong keyboard skills; knowledge of Word, Microsoft Office 365 Applications, and Adobe Acrobat; ability to read, write, and communicate effectively with good knowledge of spelling, punctuation, and grammatical usage; experience working in a court, legal, or law enforcement office preferred, but not required; ability to deal with a variety of people tactfully and courteously, both in person and on the phone; strong organizational skills and attention to detail; strong ability to maintain strict confidentiality; ability to work in fast paced environment; ability to be self-motivated and flexible.
REPRESENTATIVE DUTIES Serves as receptionist by answering phones and greeting clients. Answers routine questions and refers persons to officers or appropriate agency based on knowledge of officers' activities and office's operations. Serves as liaison to various government agencies. Responsible for organizing and preparing case files in accordance with established case management procedures. Initiates and enters statistical information in the Probation and Pretrial Automated Case Tracking System (PACTS) and generates monthly, quarterly, and various reports/lists from this system. Receives and transfers case files to and from other districts. Assists in the maintenance of electronic case files. Assists officers with scanning and uploading documents to PACTS. Incumbent, as needed, will type bail reports, bail violations, and supervision documents. Assists officers in conducting investigations including preparing collateral requests from other districts. Performs NCIC and criminal record checks through local or national law enforcement files through NCIC and PACTS systems. Responsible for all tasks relating to processing incoming/outgoing mail and administrative documents. Tracks postage expenditures and distributes documents to and from the clerk's office. Prepares travel vouchers for division staff and forwards to the financial administrator. Contacts vendors for price and quality comparisons on office supplies; orders and maintains appropriate inventory levels of all office supplies. Checks deliveries and invoices against purchase orders for accuracy. Monitors supply expenditures and provides information regularly to the financial administrator for budget control purposes. Maintains automated inventory system of all furniture for the Orlando division. Assists with projects including scanning and shredding case files. Performs other duties as assigned.