EXECUTIVE SECRETARY - 78000021

State of Florida•Tallahassee, FL

1d•Onsite

About The Position

The Florida Commission on Offender Review is looking to fill the Executive Secretary – CS. The Commission on Offender Review performs a vital role in Florida’s criminal justice system by preserving the autonomy needed in post-release decisions affecting inmates and ex-offenders. Commissioners preside over weekly meetings at the central office in Tallahassee and various other state locations as required by statute. During these public proceedings, the commissioners make a variety of determinations regarding parole and other releases. This position performs independent, varied, and extremely confidential secretarial and clerical duties and other essential support related to the work of Clemency Investigations by receiving and routing incoming and outgoing mail; answering telephone calls, preparing electronic files for Clemency Board Meetings, updating information in applicant files and/or database, receiving, processing, copying, scanning, and distributing various material related to clemency cases. Additionally, this position performs duties to assist the Director of Clemency Investigations in management control of workload, investigations, tracking, confidential report preparation, data input relating to investigations, and work production recaps. This position acts as a personal assistant to the Director.

Requirements

High school diploma.
Knowledge of proper grammar and general office procedures.
Knowledge of Adobe Acrobat Pro.
Knowledge of Microsoft Office Suite.
Knowledge of criminal justice/court related documents.
Possess active listening skills with problem solving/critical thinking capabilities.
Ability to prepare and maintain confidential and accurate information.
Ability to work as part of a team, as well as independently.
Ability to adapt, be flexible, and multi-task between assignments.
Ability to work efficiently in stressful environment, while exhibiting coping skills and emotional maturity.
Ability to communicate effectively, both verbally and in writing.
Ability to interact with individuals from internal and external agencies.
Ability to follow verbal and written instructions.
Ability to review and edit data and correspondence with accuracy and completeness.
Ability to sort data alphabetically, numerically, and categorically.
Ability to receive and appropriately act upon critique/training in a positive manner.

Nice To Haves

Preference may be given to applicants that possess a bachelor’s degree or higher from an accredited college or university.

Responsibilities

Answer telephone calls.
Receives and processes general clemency cases.
Aids in preparing and copying Confidential Case Analysis for Commission voting, along with an agenda for each Commissioner.
Monitors cases to be voted, following votes, gives files to the Director after Commission recommendations have been added on each report, then return for copying and distributing reports to the Office of Executive Clemency and Clemency Aides.
Convert hard copy clemency files to electronic files by preparing the files for scanning and scanning the files.
Follow prescribed procedures for the conversion of Clemency Board meeting files. Apply appropriate naming conventions.
Timely and accurately update progress within an Excel tracking document.
Respond to applicant inquiries via letter and/or electronic mail.
Receive and process new Request for Review cases and assist with preparing, copying, and distributing Request for Review reports.
Receive, process, copy, scan, and distribute Restoration of Civil Rights with a Hearing and Restoration of Civil Rights Without a Hearing cases.
Process completed eligible Restoration of Civil Rights Without a Hearing reports and Victim Memorandums for submission to the Office of Executive Clemency.
Update information in applicant files and/or clemency database.
Assist with processing, maintaining, and arranging for storage and retrieval of archived documents, records, and reports.
Assist with maintaining files, records, materials, correspondence, documents, reports, and other material pertaining to clemency cases.
Monitors inventory of office supplies and prepares annual order for supplies and information technology equipment for all staff in the section.
Perform other duties as required.

Benefits

State Group Health Insurance Coverage through CHP and Blue Cross/Blue Shield.
Various plans for dental, vision, and other supplemental insurance options are available.
Annual and Sick Leave benefits.
Nine paid holidays each year.
One Personal Holiday each year.
$25,000 Life Insurance Policy (paid 100% by employer).
Retirement plans that include employer contributions.
Flexible Spending Accounts.
Tuition waivers to attend State of Florida colleges and universities for up to six credit hours per semester.
Seven paid weeks of Maternity Leave, plus two paid weeks of Care and Bonding Leave.