Administrative Assistant Ii

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Requisition No:882903

Agency:
Business and Professional Regulation

Working Title:

ADMINISTRATIVE ASSISTANT II -

Position Number:

Hiring Salary: $ 1,495.08 BI-WEEKLY

* Anticipated Vacancy*

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:  .

The General Counsel’s Office has many areas of business and administrative law.

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.

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 red actions 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 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.

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.

“Working for the State of Florida is more than a paycheck. The State’s total compensation package for employees…