Staff Assistant

Jobtailor; Tallahassee (FL); On-site; USD 32,000 - 52,000; Full time

Job summary

Jobtailor, based in Florida, is seeking an administrative specialist to support Housing Investigative staff by processing mail, handling case-related documents, and responding to public inquiries. The role requires organizing electronic case records, coordinating with external parties, and maintaining confidentiality in line with agency procedures.

The position emphasizes attention to detail, professional communication, and the ability to manage multiple tasks while adhering to policies.

Qualifications

• High school diploma or equivalent with two years of secretarial/clerical work experience.
• Knowledge of customer service and telephone etiquette.
• Knowledge of records management and confidentiality requirements.
• Knowledge of business correspondence and office software applications
• Knowledge of fair housing or civil rights complaint processes
• Skill in customer service and professional communication
• Skill in organizing and maintaining records and documents
• Skill in accurate data entry and attention to detail
• Skill in managing multiple assignments and deadlines
• Skill in handling confidential information professionally
• Ability to communicate clearly with the public and staff
• Ability to explain agency procedures and processes
• Ability to maintain accurate electronic records
• Ability to prioritize work and adapt to changing needs
• Ability to work independently and as part of a team
• Ability to follow policies, procedures, and supervisory direction
• Selected candidate must successfully pass a level two background screening
• Male applicants born on or after October 1, 1962, must be registered with the Selective Service System or have a Letter of Registration Exemption
• Applicants must comply with applicable drug‑free workplace testing requirements

Responsibilities

• Process certified mail, fax requests, and case-related correspondence
• Generate, process, and distribute case notification documents and correspondence to complainants, respondents, and other parties
• Respond to public inquiries regarding alleged housing discrimination and provide information about agency processes and procedures
• Advise complainants, respondents, and authorized representatives regarding agency jurisdiction, applicable laws, procedures, and rules
• Provide case status updates in accordance with agency procedures and confidentiality requirements
• Coordinate with medical providers and external parties to confirm receipt of investigative forms and documentation
• Verify USPS tracking information and confirm receipt of initial complaint notifications
• Maintain and update information in electronic case management and document tracking systems
• Organize, upload, maintain, and retrieve case-related records and documentation

Skills

Customer Service

Records Management

Professional Communication

Data Entry

Attention to Detail

Ability to Work Independently

Ability to Adapt to Changing Needs

Ability to Manage Multiple Assignments

Education

High school diploma or equivalent

College education substitution for required work experience

Vocational/technical training substitution for required work experience

Tools

Office Software Applications

Electronic Case Management Systems

Document Tracking Systems

Records Management

Job description

• Provide administrative support to Housing Investigative staff by processing certified mail, fax requests, and case-related correspondence
• Generate, process, and distribute case notification documents and correspondence to complainants, respondents, and other parties
• Respond to public inquiries regarding alleged housing discrimination and provide information about agency processes and procedures
• Advise complainants, respondents, and authorized representatives regarding agency jurisdiction, applicable laws, procedures, and rules
• Provide case status updates in accordance with agency procedures and confidentiality requirements
• Coordinate with medical providers and external parties to confirm receipt of investigative forms and documentation
• Verify USPS tracking information and confirm receipt of initial complaint notifications
• Maintain and update information in electronic case management and document tracking systems
• Organize, upload, maintain, and retrieve case-related records and documentation

Requirements

• High school diploma or equivalent and two years of secretarial or clerical work experience
• College education from an accredited institution may substitute at the stated rate for required work experience
• Vocational/technical training in secretarial science or office/business studies may substitute at the stated rate for required work experience
• Knowledge of customer service and telephone etiquette
• Knowledge of records management and confidentiality requirements
• Knowledge of business correspondence and office software applications
• Knowledge of fair housing or civil rights complaint processes
• Skill in customer service and professional communication
• Skill in organizing and maintaining records and documents
• Skill in accurate data entry and attention to detail
• Skill in managing multiple assignments and deadlines
• Skill in handling confidential information professionally
• Ability to communicate clearly with the public and staff
• Ability to explain agency procedures and processes
• Ability to maintain accurate electronic records
• Ability to prioritize work and adapt to changing needs
• Ability to work independently and as part of a team
• Ability to follow policies, procedures, and supervisory direction
• Selected candidate must successfully pass a level two background screening, including fingerprinting
• Male applicants born on or after October 1, 1962, must be registered with the Selective Service System or have a Letter of Registration Exemption
• Applicants must comply with applicable drug‑free workplace testing requirements

Core Competencies

Demonstrates expertise in administrative support, including case management, customer service, and maintaining confidentiality. Proficient in organizing records and communicating effectively with diverse stakeholders.

Highest-signal resume keywords

• Case Management
• Customer Service
• Records Management
• Professional Communication
• Data Entry

ATS Optimization Keywords

Hard Skills

• Data Entry
• Records Management
• Office Software Applications
• Business Correspondence
• Case Notification Processing
• Confidentiality Requirements
• Investigative Documentation
• Tracking Information Verification
• Organizing Records
• Maintaining Electronic Records

Soft Skills

• Attention to Detail
• Professional Communication
• Ability to Work Independently
• Ability to Adapt to Changing Needs
• Ability to Manage Multiple Assignments

Certifications & Qualifications

• Level Two Background Screening

Industry Keywords

• Fair Housing
• Civil Rights Complaint Processes
• Confidential Information Handling
• Agency Procedures
• Customer Inquiries

Tools & Technologies

• Electronic Case Management Systems
• Document Tracking Systems