ADMINISTRATIVE ASSISTANT II - 79010567

State of Florida; Tallahassee (FL); On-site; USD 38,000 - 42,000; Full time

Benefits offered by this job

State retirement package

Paid holidays

Paid annual leave

Health insurance

Life insurance

Tuition waiver program

Job summary

State of Florida seeks an Administrative Assistant II to provide legal unit support within the Office of the General Counsel. You will draft documents, maintain calendars, and prepare materials for hearings and proceedings.

The role requires fast, accurate clerical work, strong MS Word/Outlook skills, and the ability to handle confidential information while coordinating with attorneys and staff.

Qualifications

• High school diploma required; at least one year administrative/clerical or legal secretarial experience.
• Working knowledge of Microsoft Word and Outlook.
• Experience with Microsoft Office Suite applications and general office equipment.
• Ability to communicate clearly in writing and verbally and maintain confidentiality.
• Ability to multi-task, plan, organize, coordinate, and prioritize work.

Responsibilities

• Prepare and maintain highly complex legal documents and correspondence.
• Schedule cases for courts and agency proceedings, manage calendars.
• Track and organize cases in document/case management systems.
• Assist with hearings/trials by preparing exhibits and binders.
• Handle mail processing, travel arrangements, and reimbursements.
• Research documents for public records requests and monitor GovQA.
• Provide phone coverage for the unit and main switchboard.

Skills

MS Office

Office equipment

Communication

Relationship building

Multitasking

Organization

Prioritization

Confidentiality

Education

High school diploma

Job description

Requisition No: 882903

Agency: Business and Professional Regulation

Working Title: ADMINISTRATIVE ASSISTANT II - 79010567

Pay Plan: Career Service

Position Number: 79010567

Salary: $1495.08 Biweekly

Posting Closing Date: 09/07/2026

*Open Competitive*

Anticipated Vacancy*

Our Organization And Mission

License efficiently. Regulate fairly. Florida counts on DBPR to ensure a lot of important matters are handled well. They range from the safety of food service to the integrity of real estate transactions, to the transparency of condominium governance, and of course, the qualifications of licensure that ensure work requiring a skilled professional is performed safely and sufficiently. Our stakeholders include these professionals and their customers alike.

Under the direction of Secretary Melanie S. Griffin, the agency 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 General Counsel’s Office has many areas of business and administrative law.

NOTE: This advertisement may be used to fill other similar positions within the Office of the General Counsel.

The Work You Will Do

This position reports to the Administrative Assistant III (AAIII) and provides administrative and clerical support to assigned attorneys for the Division of Real Estate Legal Unit within the Office of the General Counsel and works under the direction of the AAIII and Chief Attorney for this work unit.

Your Specific Responsibilities

Duties include but are not limited to:

• Prepares and maintains highly complex legal documents and correspondence, including drafting correspondence/motions/notices/orders/affidavits;
• Prepares cases for presentation before the circuit and appellate courts, informal agency proceedings, and the Division of Administrative Hearings;
• Maintains accurate schedules and calendars for assigned attorneys, scheduling meetings and appointments and keeping attorneys apprised of upcoming meetings and deadlines;
• Assists the Chief Attorney with personnel matters, including scheduling interviews, assisting in the preparation of hiring memos and application packets, etc.
• Tracks, updates and maintains cases in the department’s document and case management systems and ensures cases are kept in an organized and comprehensive manner;
• Assists attorneys with hearing and trial preparation by preparing exhibits and trial binders;
• Prepares outgoing mail and processes incoming mail;
• Prepare travel for assigned attorneys, including making reservations and accommodations, preparing authorizations to incur and vouchers for reimbursement;
• Researches, retrieves, and reviews and performs redactions on documents to fulfill public records requests; monitors requests in the Department’s GovQA database for public records and prepares associated invoices;
• Assists with phone coverage for the unit as well as for the main switchboard of the Office of the General Counsel;
• Performs other duties as needed to ensure the success and organization of the work unit and the Office of the General Counsel as a whole.

Knowledge, Skills, And Abilities

• Knowledge of Microsoft Office Suite;
• Knowledge of office equipment including copy and fax machines;
• Ability to communicate effectively verbally and in writing;
• Ability to establish and maintain effective working relationships;
• Ability to multi-task;
• Ability to plan, organize and coordinate and prioritize work assignments;
• Ability to recognize and act on emerging issues and shifting priorities;
• Ability to recognize and maintain confidentiality ;

Minimum Requirements

• High school diploma; and
• At least one year administrative experience, clerical or legal secretarial experience; and
• Working knowledge of Microsoft Word and Outlook.

Preferred

Working knowledge of Microsoft Office Suite, OnBase, and Versa Regulation are preferred. Preference will be given to individuals who possess legal secretarial or clerical experience.

Benefits

The Benefits of Working for the State of Florida:

• 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

For additional benefit information, please visit the following website: http://www.mybenefits.myflorida.com

***Information contained in responses to Qualifying Questions concerning education, experience, knowledge, skills and/or abilities must also be disclosed on the State of Florida Employment Application. ***

Applicant Note: 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.

NOTE: This position requires a security background check, physician assessment, drug screening, and participation in direct deposit. You will be required to provide your Social Security Number (SSN) and date of birth in order to conduct this background check.

The Florida Department of Business & Professional Regulation is committed to increasing recruitment and hiring of individuals with disabilities and improving 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.

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.

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 canceled, suspended or deemed ineligible depending on the date of your retirement.

The Florida Department of Business & 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.

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 canceled, suspended or deemed ineligible depending on 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.