Administrative Assistant - OPG/LAW

St Thomas University Inc; Norland (FL); On-site; USD 35,000 - 45,000; Full time

Job summary

St Thomas University Inc is seeking an Administrative Assistant to support the Office of the Public Guardian in Davie, Florida. The role involves handling clerical tasks, data entry, document preparation, and collaboration with guardianship staff.

The candidate will conduct phone screenings, schedule meetings, and track ward-related deadlines while assisting with e-filing and reporting. A background in guardianship processes is preferred, with strong MS Office skills and integrity.

Qualifications

• High School diploma or GED required.
• Associate degree or vocational training in Business Administration or related field preferred.
• Minimum 3–5 years’ work experience in an administrative role.
• Knowledge of Florida Guardianship Statute 744 and related processes.
• Strong data entry and document preparation skills.
• Proficient in MS Office, SharePoint, and email communication.

Responsibilities

• Assists the Office of the Public Guardian with administrative tasks.
• Composes correspondence and memos from verbal instructions or notes.
• Enters client data into the client database system and maintains records.
• Conducts initial phone screening and schedules meetings.
• Prepares reports and tracks ward-related deadlines and court dates.
• Assists with legal document preparation and e-filing.
• Maintains office manual and procedure forms.
• Collaborates with guardian representatives and other staff on ward entitlement applications.

Skills

MS Word

MS Excel

Outlook

SharePoint

Guardianship Data Base

Communication skills

Education

High School diploma or GED

Associate degree in Business Administration or related field

Tools

Guardian Database

Document filing systems

Job description

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.Monitors ward reports and court filing due dates and prepares tracking instruments for task status.Assists the legal team with preparing legal documents, e-filing, and related functions.Regularly reviews, classifies, and distributes incoming mail including confidential correspondence.Regularly assesses the program needs such as office supplies and assures that supplies are ordered timely.Performs other related duties as assigned by Executive Director.POSITION QUALIFICATIONS/SPECIFICATIONS:High School diploma or GED required.Associate degree, or vocational, or technical school degree in Business Administration or related field required.Minimum of 3-5 years’ work experience.Working knowledge of concepts, practices and procedures and ability to use in varied situations.Detail-oriented with the ability to multitask.Assumes responsibility readily, seeking out issues and areas needing resolution and development.Knowledge of Word, Excel, Outlook, SharePoint, Guardianship Data BaseIs able to work with a minimum of supervision exercising judgment to make decisions.Able to draft correspondence/memos, revise legal templates, and interpret guardianship statutes.Knowledge of Florida Guardianship Statute 744.Possesses a high level of integrity and inter personal skill necessary for dealing with all levels of the public, Probate Judges, court personnel, representatives from SSA, VA, DCF, Financial Institutions, family member/friends of wards, and facilities where OPG wards reside.Is able to work with a minimum of supervision exercising judgment to make decisions.Must pass a level II background check and a credit check reviewed and monitored by the Statewide Public Guardianship Office and by the 17th Judicial Circuit.Must complete and successfully pass the 40-Hour Guardianship Class within one year of employment.Must successfully pass the Florida State Guardianship Exam within one year of employment