ADMINISTRATIVE ASSISTANT II - 79010567

My Florida CFO; Tallahassee (FL); On-site; USD 38,000 - 40,000; Full time

Job summary

The Florida Department of Business & Professional Regulation is seeking an Administrative Assistant II to support the Division of Real Estate Legal Unit within the Office of the General Counsel in Tallahassee. This position reports to the AAIII and provides administrative and clerical support to assigned attorneys.

Responsibilities include preparing complex legal documents, managing calendars, coordinating travel, handling public records requests, and assisting with personnel matters.

Qualifications

• High school diploma and at least one year administrative or clerical experience.
• Proficient in Microsoft Word and Outlook.
• Ability to communicate effectively in writing and verbally.
• Ability to maintain confidentiality and work with sensitive information.
• Ability to multi-task and coordinate multiple priorities.

Responsibilities

• 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 and hiring memos.
• Tracks, updates and maintains cases in the department’s document and case management systems; ensures organization.
• 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 reservations and vouchers.
• Researches, retrieves, reviews and redacts documents to fulfill public records requests; monitors GovQA requests and prepares invoices.
• Assists with phone coverage for the unit and main switchboard.

Skills

Microsoft Office Suite

Communication skills

Multitasking

Planning and organizing

Confidentiality

Teamwork / Relationship building

Education

High school diploma

Tools

Microsoft Word

Outlook

OnBase

Versa Regulation

GovQA

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:882903

Agency: Business and Professional Regulation

Working Title: ADMINISTRATIVE ASSISTANT II - 79010567

Position Number: 79010567
Hiring Salary: $ 1,495.08 BI-WEEKLY

*Anticipated Vacancy*

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 ;
• 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.

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

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

***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.

Applicants are required to apply through the People First system by the closing date, by applying online. All required documentation must be received by the closing date of the advertisement. If you have any questions regarding your application, you may call 1-877-562-7287.

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. 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.

Location

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

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.