Administrative Support 2

The Florida Bar; Tallahassee (FL); On-site; USD 30,000 - 37,000; Full time

Benefits offered by this job

Employer-paid pension contribution

PSLF eligibility

Excellent benefits package

Job summary

The Florida Bar in Tallahassee, Florida is seeking an administrative professional to support the Ethics/Advertising department. The role handles mail, advertising files, inquiries, and daily workflow to ensure smooth office operations.

Requirements include a high school diploma, two years of admin experience, and proficiency in MS Word/Outlook; college degree preferred. This is an in-office, non-exempt position with benefits and PSLF eligibility.

Qualifications

• High School Diploma or equivalent; college degree preferred.
• Two years of progressively responsible admin/secretarial experience.
• Knowledge of filing procedures and standard office practices.
• Ability to conduct internet research and use Adobe Acrobat.
• Strong spelling, punctuation, and grammar.

Responsibilities

• Open, date stamp, copy and circulate incoming mail for advertising.
• Prepare advertising files for review.
• Process revised advertisements and appeals.
• Handle refunds of claimed monies.
• Draft advertising opinions for staff attorneys.
• Perform file maintenance, data entry and mailings.
• Answer calls and assist members with questions.
• Maintain departmental filing for advertising and admin files.
• Monitor mail/email for ethics inquiries and committees.
• Assist with daily workflow and communications with legal staff.
• Run public records queries and compile department statistics.
• Prepare mail-outs and faxes for staff.

Skills

Typing 45 cwpm

MS Word

MS Outlook

AS400 data entry

Phone & customer service

Attention to detail

Problem solving

Education

High School Diploma

College degree preferred

Equivalent substitution allowed

Tools

AS400

Lotus Notes

Adobe Acrobat

Job description

Minimum starting salary $33,775.73 with an excellent benefits package including employer paid pension contribution | Employees of The Florida Bar are eligible to apply for the Public Service Loan Forgiveness Program (PSLF).

Summary function

Responsible for providing administrative and secretarial support to the Ethics/Advertising department.

Required minimum education

High School Diploma (or its equivalency). College degree preferred. Appropriate degree may substitute for the experience on a year-for-year basis.

Required minimum professional work experience

Two (2) years of progressively responsible administrative/secretarial experience.

Essential Duties and Responsibilities

Opens, date stamps, copies (advertising material) and circulates incoming mail. Prepares advertising files for review. Handles processing of revised advertisements and appeals. Refunds claimed monies.

Drafts advertising opinions for staff attorneys.

Performs advertising file maintenance, tracking, and data entry. This includes copying and mailing outgoing correspondence.

Answers incoming calls and assists membership with questions.

Handles all departmental filing for advertising and miscellaneous administrative files.

Monitor and track departmental mail and email for ethics inquiries, including items for the Board Review Committee on Professional Ethics, the Professional Ethics Committee, and the Standing Committee on Advertising.

Assists with daily workflow to ensure smooth and efficient office operations; assists legal staff and paralegal.

Runs queries for public records requests, statistics, etc. Compiles monthly departmental statistics. Assists with public records requests.

Prepares and completes mail-outs (i.e., Agendas) and faxes for staff. Other duties as assigned.

Knowledge

• Professional office procedures and practices
• Correct spelling, punctuation, and grammar usage
• Filing procedures
• Internet research
• Adobe Acrobat

Skills

• Computer data entry and retrieval for AS400
• MS Word
• MS Outlook
• Lotus Notes (or similar database), data entry, and database use
• Basic arithmetic
• Standard business formats and styles

Abilities

• Type forty-five (45) correct words per minute (cwpm)
• Type letters, memoranda, and other standard business forms in correct format
• Think logically and effectively problem solve
• Prioritize, plan, organize, and coordinate work assignments
• Interpret TFB policies and procedures
• Communicate effectively and professionally, both verbally and in writing
• Establish and maintain effective working relationships with others
• Demonstrate initiative in group projects and individual settings
• Tactfully manage difficult situations
• Operate well under pressure and in a team atmosphere
• Consistently provide an excellent service-oriented attitude
• Pay attention to detail
• Create ADA compliant forms and documents using Adobe
• Type at least forty-five (45) correct words per minute (cwpm)
• Sit for long periods of time
• Hear and converse over the telephone
• Key/work frequently on a computer
• Lift 5 to 10 lbs

Please notify HR, in advance, if you need reasonable accommodations to participate in the employment process.

EOE. This organization participates in E-Verify. Position is open until filled. Non-Exempt position.

This position is in an in-office position, located in Tallahassee, Florida and is not a remote position.