Administrative Assistant - OPG/LAW

St Thomas University; Miami Gardens (FL); On-site; USD 38,000 - 48,000; Full time

Job summary

St Thomas University is seeking an Administrative Assistant for the Office of the Public Guardian in Davie, FL. This grant-funded role supports legal, clerical, and information services and helps integrate them with office administration. The schedule is Monday–Friday, 9 AM to 5 PM.

The position involves compiling reports, maintaining records, and coordinating with guardians, benefit coordinators, and paralegals on ward entitlement applications and related matters.

Qualifications

• Experience providing administrative support and clerical duties.
• Ability to input client data accurately into the system.
• Strong written and verbal communication skills.

Responsibilities

• Serve as administrative assistant to the Office of the Public Guardian.
• Compose correspondence and memos from verbal instruction or notes.
• Input client data in the client database system.
• Conduct initial phone screening to assess eligibility of potential new clients.
• Schedule meetings, take minutes, and arrange appointments.
• Maintain a system of interrelated files and records.
• Prepare and monitor reports on departmental activities and data forms.
• Transmits instructions to staff and assists with filing functions.
• Maintain and update office procedures and manuals.
• Collaborate with guardian representatives and other staff on ward entitlement applications.

Skills

Administrative support

Data entry

Communication

Scheduling

Record keeping

Tools

Client database system

Job description

Job Details

Job DetailsJob Location: MIAMI GARDENS, FL 33054Position Type: Full Time

POSITION SUMMARY:

This is a grant-funded position that assists in carrying out administrative functions through facilitating the accomplishment of the work of the Office of the Public Guardian by assisting with legal, clerical, and informational services, and integrating them with the administration of the office served. Position schedule is Monday through Friday from 9 AM to 5 PM.Office is located in Davie, Florida.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES:

• Serves as the administrative assistant to the Office of the Public Guardian.
• Composes correspondence and memos from verbal instruction or notes, answers mail requiring critical thinking skills to plan, organize, and set up in proper form.
• Input’s client data in the client database system.
• Conducts initial phone screening to assess eligibility of potential new clients.
• Schedules meetings, takes meeting minutes, and arranges appointments.
• Maintains a system of interrelated files and records.
• Prepares and monitors regular or special reports on departmental activities and modifies or devises forms for reporting data and establishes controls for accuracy of data.
• Answers telephone, takes messages, and replies to questions in accordance with general instructions.
• Transmits instructions and/or information to and from staff members and assists with document filing functions.
• Maintains and updates an office manual, setting forth the necessary elements of procedure, required forms and steps necessary to carry out the job functions necessary for the efficient operation of the Office of the Public Guardian.
• Collaborates with guardian representatives, benefits and eligibility coordinator, fiscal specialist, and paralegal in all aspects of ward entitlement applications and maintenance including applications for ICP, Social Security and SSI benefits.
• Collaborates with guardian representatives, benefits and eligibility coordinator, fiscal specialist, and paralegal in monitoring and tracking DCF interviews and redeterminations as needed and all ward related matters.
• Collects and maintains data for statistical reports for the public guardian office and the wards served.