ADMINISTRATIVE ASSISTANT II - 79000286 Date: Sep 11, 2024 The State Personnel System is an E-Verify employer. For more information click on our E-Verify Website (http://www.dms.myflorida.com/workforceoperations/humanresourcemanagement/forjobapplicants/everify) .Requisition No: 836019 Agency: Business and Professional RegulationsWorking Title: ADMINISTRATIVE ASSISTANT II - 79000286Pay Plan: Career ServicePosition Number: 79000286 Salary: $1414.28 BI-WEEKLY Posting Closing Date: 09/21/2024 Total Compensation Estimator Tool (https://compcalculator.myflorida.com/) OFFICE OF THE GENERAL COUNSEL: Professions UnitADMINISTRATIVE ASSISTANT II Position Number: 79000286BI-WEEKLY: 1414.28Anticipated Vacancy Open CompetitiveOur Organization and Mission: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: http://www.myfloridalicense.com/DBPR/.The Work You Will Do:This position will perform in a highly responsible manner providing support to the Chief Attorney and attorneys within the Office of the General Counsel, who direct legal services provided to the Division of Professions, which include many different Proffessional job licenses.Your Specific Responsibilities:Duties include but are not limited to:Legal Support:
Assists attorneys by processing cases, including preparing administrative complaints, motions, and orders for filing with the Agency Clerk’s Office or forwarding to the Service of Process (SOP) unit for service;
Maintains and updates legal case files in OnBase and Versa:Regulation on pending court and administrative cases in an organized, comprehensive, chronological and timely manner. Timely close cases which also includes filing Final Orders and various other documents with the Agency Clerk’s Office;
Assists attorneys by drafting notices of hearing, correspondence, memoranda, and other basic legal pleadings relating to the activities of the Division of Professions Legal Unit;
Provides back-up support to the Administrative Assistant III.
Prepares cases for presentation before the Probable Cause Panel or Final Action, and processes and prepares Final Orders for filing with the Agency Clerk’s Office;
Assists attorneys with preparing discovery responses in cases before the Division of Administrative Hearings (DOAH);
Prepare correspondence and legal documents relating to the activities of the Professions Legal Unit, which include but are not limited to, memoranda, pleadings, notices, motions, letters, formal and informal legal opinions, and special projects and reports as assigned.
Assists in conducting basic research.
Prepares necessary forms and ensures final documents are free from errors and compiled correctly in a timely, accurate matter
Assist in preparing records on appeal.
Prepares and maintains the highly complex legal documents and correspondence for the attorney caseload that includes informal, formal, and enforcement proceedings within the Office of the General Counsel.
Performs other legal support duties as directed by the Administrative Assistant III or as requested by assigned attorneys
Administrative Support:
Answers incoming calls for the Division of Professions Legal Unit, assisting callers in a courteous and professional manner, including routing calls/messages from outside counsel, licensees, complainants, and department staff as it relates to the Professions Legal Unit;
Opens, disseminates, and distributes all incoming mail for the Professions Legal Unit;
Prepares and processes outgoing mail and UPS packages;
Researches and retrieves documents to fulfill Public Records Requests, including organizing and maintaining electronic responses provided to internal and external customers;
Prints and assembles materials for attorney’s use at Probable Cause Panel and Final Action meetings;
Accurately maintains and updates attorneys’ calendars to include appointments, hearings, meetings and visitors. Keeps attorneys advised of appointments scheduled;
Prepares travel and accommodation arrangements for assigned attorneys, including preparing authorizations to incur and vouchers for reimbursement of travel expenses;
Assists with phone coverage for the main switchboards of the Office of the General Counsel;
Performs other legal secretarial, administrative or clerical duties as directed by the Administrative Assistant III or as needed to ensure the success and organization of the Professions Legal Unit.
Knowledge, Skills, and Abilities:
Knowledge of Microsoft Office Suite;
Basic knowledge of law and lega proceedings;
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.
Minimum Requirements:
High school diploma; and
At least one to two years administrative experience, clerical or legal secretarial experience; and
Working knowledge of Microsoft Word and Outlook.
Preferred:This position involves sitting and working on a computer for long periods of time.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
For additional benefit information, please visit the following website: http://www.mybenefits.myflorida.comInformation 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 (850) 487-2074. 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 upon 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 veteranspreference@fdva.state.fl.us.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.The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.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 clickinghere (http://www.dms.myflorida.com/content/download/97612/566545) . All documentation is due by the close of the vacancy announcement. Location: TALLAHASSEE, FL, US, 32399 Nearest Major Market:Tallahassee