DEPUTY CLERK I - 72003528

Florida; Tallahassee (FL); On-site; USD 32,000 - 40,000; Full time

Benefits offered by this job

Health insurance

Excellent retirement benefits

Generous vacation with paid holidays

40-hour work week with weekends off

Tax-deferred retirement plan

Job summary

The Division of Administrative Hearings in Tallahassee, FL is seeking a Deputy Clerk I to support the Clerk’s Office with front-desk reception and document processing. This Career Service position requires lifting up to 30 pounds, driving if needed, and proficiency with Word, Excel, and Outlook.

Responsibilities include logging funds, mail runs, docket posting, case file scanning, and coordinating hearing room setups. Strong organization and customer service skills are essential.

Qualifications

• Must possess a high school diploma or the equivalent.
• Must possess a valid Driver License and reliable transportation.
• Must have the ability to lift 30 pounds.
• Must have experience with Microsoft Office Suite (Word, Excel, etc.).

Responsibilities

• Receives and logs all funds received by the Clerk's Office.
• Performs inside and outside mail run throughout the Division, Office of Judges of Compensation Claims office, and to select facilities outside the Division at scheduled intervals.
• Processes Orders Administrative Law Judges issue daily, by copying, folding, and adding the appropriate amount of postage to each envelope and package.
• Scans filings that have been mailed or hand-delivered and uploads them to the Case Management System
• Verifies address/billing on hand-deliveries.
• Reviews for accuracy of filing and date-stamps pleadings tendered for filing.
• Posts daily certified mail, return receipts, and undeliverable mail to the appropriate electronic case file.
• Notifies Staff Assistant if special instructions are given at time of pleading filing.
• Returns interoffice mail to sender if not picked up within 3 days.
• Reviews closed case pleadings on docket,confirms that all pdf files are viewable; confirms all pleadings in file have been scanned.

Skills

Administrative procedures

Customer service

English language

Microsoft Office Suite

Mail processing

Multi-line phone handling

Data organization

Arithmetic basics

Communication

Relationship building

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Job description

The State Personnel System is an E-Verify employer. For more information click on our E-Verify Website .

Agency: Division of Administrative Hearings

Working Title: DEPUTY CLERK I - 72003528

This advertisement is for a Career Service position located in the Clerk’s Office at the Division of Administrative Hearings in Tallahassee Florida.

Salary: $36,000.00 Annually

• Salary $36,000
• Insurance $9,204
• Leave and Holidays $4,985

Please Note: This estimate is based on the Career Service Pay Plan, a Single Insurance Plan, and 0-5 years of Service with the State of Florida.

BENEFITS:

• Exceptional health, dental, and vision.
• Excellent retirement benefits program.
• Generous vacation program with paid holidays.
• 40-hour work week with weekends off.
• Tax deferred employee investment plan.
• Job stability in an enriching and engaging work environment.

DESCRIPTION:

The duties and responsibilities of the Deputy Clerk I include the performance of duties related to a receptionist.

NOTE: Applicant must be able to answer multi-line phones, be able to lift 30 pounds, must have a valid Florida driver’s license and reliable transportation to make out of office runs,and have working knowledge of Microsoft Word, Excel, and Outlook.

EXAMPLES OF WORK:

• Receives and logs all funds received by the Clerk's Office.
• Performs inside and outside mail run throughout the Division, Office of Judges of Compensation Claims office, and to select facilities outside the Division at scheduled intervals.
• Processes Orders Administrative Law Judges issue daily, by copying, folding, and adding the appropriate amount of postage to each envelope and package.
• Scans filings that have been mailed or hand-delivered and uploads them to the Case Management System
• Verifies address/billing on hand-deliveries.
• Reviews for accuracy of filing and date-stamps pleadings tendered for filing.
• Posts daily certified mail, return receipts, and undeliverable mail to the appropriate electronic case file.
• Notifies Staff Assistant if special instructions are given at time of pleading filing.
• Returns interoffice mail to sender if not picked up within 3 days.
• Reviews closed case pleadings on docket,confirms that all pdf files are viewable; confirms all pleadingsin file have been scanned.
• Preps hearing rooms for daily hearings.
• Acts as backup to other Deputy Clerks when necessary.
• For Department of Education, Exceptional Education closed cases review pleadings on docket; confirm all pdf files are viewable, confirms all pleadings in file have been scanned, seals case files, inputs information on inventory list, and places sealed files in file room for safe-keeping until retention period has been met.
• Once retention period has been met case file is returned to the Department of Education.
• Prepares new case files by 4:00 each afternoon, in accordance with the Clerk's Office standards.
• Sorts and alphabetized judges' files by district prior to distribution.
• Orders supplies for the Clerk's Office.
• Enters parties of record in database for new cases.
• Updates address profiles in database.

KNOWLEDGE, SKILLS & ABILITIES:

• Knowledge of administrative and clerical procedures and systems.
• Knowledge of principles and processes for providing customer and personal services.
• Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Knowledge of Microsoft Office Suite.
• Knowledge of Mail Processes.
• Ability to lift at least 30 pounds.
• Ability to legally operate a motor vehicle in the State of Florida.
• Ability to organize data into a logical format.
• Ability to compose correspondence.
• Ability to utilize problem-solving techniques.
• Ability to perform basic arithmetical calculations.
• Ability to plan, organize, and coordinate work assignments.
• Ability to deliver messages through interoffice mail, email, phone, and in person.
• Ability to receive, deliver, and process mail.
• Ability to operate a multi-line phone.
• Ability to communicate effectively.
• Ability to establish and maintain effective working relationships with others.

REQUIRED QUALIFICATIONS:

• Must possess a high school diploma or the equivalent.
• Must possess a valid Driver License and reliable transportation.
• Must have the ability to lift 30 pounds.
• Must have experience with Microsoft Office Suite (Word, Excel, etc.)

You will be evaluated for this job based on your previous knowledge and experience. Additional reviews may be performed to screen for preferred qualifications, experience and education. Your qualifications will be based on knowledge, skills, and abilities and other elements relevant to this position supported by the information in your application.

You may be contacted to participate in a selection process which may consist of written exercises, work samples, skills tests, or interviews. You may be notified by email to participate in a selection process. Failure to reply within a designated timeframe may exclude you from further consideration.

Applications will be accepted until 11:59 PM on the closing date.

BACKGROUND:

Successful completion of Level 2 background screening is required for all positions with the Division of Administrative Hearings.

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.

The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.

VETERANS’ PREFERENCE. Pursuant to Chapter 295, Florida Statutes,candidates eligible for Veterans’ Preference will receive preference in employment for Career Service vacancies and are encouraged to apply. Certain service members may be eligible to receive waivers for postsecondary educational requirements. Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code. Veterans’ Preference documentation requirements are available by clicking here . All documentation is due by the close of the vacancy announcement.

Location:

TALLAHASSEE, FL, US, 32301 TALLAHASSEE, FL, US, 32311 TALLAHASSEE, FL, US, 32303 TALLAHASSEE, FL, US, 32302 TALLAHASSEE, FL, US, 32308 TALLAHASSEE, FL, US, 32317 TALLAHASSEE, FL, US, 32399 TALLAHASSEE, FL, US, 32310 TALLAHASSEE, FL, US, 32309 TALLAHASSEE, FL, US, 32305 TALLAHASSEE, FL, US, 32304 TALLAHASSEE, FL, US, 32316 TALLAHASSEE, FL, US, 32307 TALLAHASSEE, FL, US, 32312

For assistance, call the People First Service Center at [phone] Monday - Friday, 8:00 a.m. to 6:00 p.m., Eastern time. Pursuant to Florida Law, 110.211 F. S., the State of Florida is an EEO employer.