ADMINISTRATIVE ASSISTANT I - 79010879

Florida; Tallahassee (FL); On-site; USD 32,000 - 48,000; Full time

Benefits offered by this job

Retirement package

9 holidays + 1 personal holiday

Up to 104 hours annual leave

Up to 104 hours sick leave

Health insurance

Life insurance $25k

Tuition waiver

Job summary

The Florida Department of Business and Professional Regulation is seeking an Administrative Assistant I in Tallahassee. You will provide clerical support to the Division of Professions Legal Unit under the Office of the General Counsel, handling case files, calendars, and travel arrangements.

Required is a high school diploma (or equivalent) and at least one year of administrative or legal secretarial experience, with strong Word and Outlook skills.

Qualifications

• Requires high school diploma or equivalent.
• Minimum of one year administrative, clerical, or legal secretarial experience.
• Proficiency in Word and Outlook; ability to manage case files and calendars.

Responsibilities

• Maintain and update legal case files in organized, timely manner.
• Open and monitor new cases in document/case management systems.
• Track and update attorney cases and close as directed.
• Prepare cases for Board meetings and probable cause hearings.
• Prepare work authorizations and hearing notifications; schedule travel and vouchers.
• Maintain attorney calendars and deadlines; inform attorneys of meetings and hearings.
• Perform general office duties as required.

Skills

Microsoft Word

Microsoft Outlook

Verbal and written communication

Case file management

Administrative procedures

Education

High school diploma or equivalent

1 year admin/clerical/legal secretarial experience

Job description

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

Requisition No:883072

Agency: Business and Professional Regulation

Working Title: ADMINISTRATIVE ASSISTANT I - 79010879

Our Organization and Mission:

License efficiently. Regulate fairly. Florida counts on the Department of Business and Professional Regulation (DBPR) to ensure important matters are handled well. Responsibilities range from ensuring the safety of food service, maintaining the integrity of real estate transactions, furthering the transparency of condominium governance, and overseeing the qualifications of licensure that ensure work requiring a skilled professional is performed safely and sufficiently.DBPR’s stakeholders include these professionals and their customers alike.

Under the direction of Secretary Melanie S. Griffin, DBPR oversees many of Florida’s professions and industries in the areas above, and many more which can be seen on our website:http://www.myfloridalicense.com/DBPR/.

The Work You Will Do:

This position provides administrative and clerical support to the attorneys for theDivision of ProfessionsLegal Unit within the Office of the General Counsel and works under the direction of Administrative Assistant III for this unit.

Your Specific Responsibilities:

• Maintains and updates legal case files on pending court and administrative cases in and organized, comprehensive, chronological, and timely manner;
• Opens and monitors new cases in the document and case management systems;
• Tracks and updates assigned attorney's cases in the department's case management systems, including closing cases and final order indexing;
• Prepares cases for Board meeting presentation andprobable cause meetings;
• Prepares work authorizations andhearing notifications;
• Closes cases as directed by assigned attorneys;
• Prepares and schedules travel arrangements and vouchers for reimbursement;
• Maintains assigned attorney calendars, scheduling deadlines, meetings, appointments, and hearings;
• Keeps attorney apprised of upcoming meetings, deadlines, and hearings;
• Performs other general office duties as required.

Knowledge, Skills, and Abilities:

• Knowledge of Microsoft Office Suite, specifically Word and Outlook;
• Ability to use available technology to perform duties including computer software, hardware, and data systems;
• Ability to understand and apply laws, rules, regulations, policies, and procedures;
• Ability to maintain legal case files;
• Knowledge of office procedures and practice;.
• Knowledge of methods of data collection;
• Ability to effectivelycommunicate verbally and in writing;
• Ability to prepare correspondence and administrative reports;
• Ability to utilize problem solving techniques;
• Ability to establish and maintain effective working relationships;
• Ability to multi-task;
• Ability to work independently;
• Ability to plan, organize and coordinate work assignments;
• Ability to recognize and act on emerging issues and shifting priorities.
• High school diploma or equivalent; and
• Minimum of one year administrative, clerical, or legal secretarial experience; and
• Working knowledge of Microsoft Word and Outlook.

Preferred:

Preference will be given to individuals with administrative and/or legal secretarial experience.

The Benefits of Working for the State of Florida:

“ Working for the State of Florida is more than a paycheck. The State’s total compensation package for employees features a highly competitive set of employee benefits including:

• State of Florida retirement package: 3% employee contribution required.
• Nine annual paid holidays and one personal holiday
• Ability to earn up to 104 hours of paid annual leave annually as a new employee with the State of Florida
• Ability to earn up to 104 hours of paid sick leave annually.
• The State of Florida offers health insurance coverage (i.e. individual and family coverage) to eligible employees.
• The State of Florida provides a $25,000 life insurance policy to eligible employees.
• Additional supplemental insurance policies are available for dental, vision, hospital supplement, cancer, etc.
• Tax deferred medical and childcare reimbursement accounts are available.
• Tuition waiver program to attend an approved State of Florida College or University

To maintain fairness and integrity in our hiring process, the use of Artificial Intelligence (AI) tools to answer qualifying questions or participate in interviews is strictly prohibited. Applicants must provide their own, authentic responses during all stages of the evaluation and recruitment process. Any candidate found using AI to assist in their answers will be disqualified from consideration

If you are the selected candidate for this position and hold a current license through the Florida Department of Business & Professional Regulation, you may be required to place your license in an inactive status.

The Florida Department of Business & Professional Regulation requires all job applicants, interns, volunteers and contractors to pass a Level 2 background check as per Chapter 435, Florida Statutes which consists of fingerprinting and a check of local, state, and national law enforcement records. Employees will be retained in the state and national rap back program, providing real-time arrest hit notifications. This check must be completed before you can start working or contracting.

The Florida Department of Business & Professional Regulation is committedto increasing recruitment and hiring of individuals with disabilities andimproving employment outcomes.

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must contact the DBPR Human Resources (HR) Office at [phone]. DBPR requests applicants notify HR in advance to allow sufficient time to provide the accommodation.

SPECIAL REMINDERS:

Male applicants born on or after October 1, 1962, will not be eligible for hire or promotion unless they are registered with the Selective Services System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS. For more information, please visit the SSS website: http://www.sss.gov .

If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be cancelled, suspended or deemed ineligible depending upon the date of your retirement.

The Florida Department of Business & Professional Regulation values the sacrifices veterans, and their family members have given to our country and support the hiring of returning service members and military spouses.

A candidate for veterans’ preference who believes he or she was not afforded employment preference may file a complaint in accordance with Rule 55A-7.016, F.A.C., with the Florida Department of Veterans’ Affairs, Veterans’ Preference Coordinator, 11351 Ulmerton Road, Suite 311, Largo, FL, 33778. The Department of Veterans’ Affairs has also established an email where people can electronically file claims or ask questions. The email is [e-mail].

The Department of Business and Professional Regulation will only hire U. S. citizens and lawfully authorized alien workers. Our agency participates in the E-Verify System which is a federal government electronic database available for employers to use to verify the identity and employment eligibility of all persons hired to work in the United States.

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

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.