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ADMINISTRATIVE ASSISTANT II - 41000770

Date: Aug 31, 2017

Location: FORT LAUDERDALE, FL, US, 33301

The State Personnel System is an E-Verify employer. For more information click on our E-Verify website.

Requisition No: 18559 

Agency: Office of the Attorney General

Working Title: ADMINISTRATIVE ASSISTANT II - 41000770

Position Number: 41000770 

Salary:  $29,344 - $40,000 

Posting Closing Date: 09/26/2017 

INTRODUCTORY STATEMENT:  The Office of the Attorney General, Department of Legal Affairs (OAG) is a pre-eminent, constitutional office, which serves as the chief lawyer to all state agencies and provides legal protections for Floridians against fraud and through the enforcement of the state’s laws. The OAG, is a cabinet agency in the executive branch of Florida state government.

IMPORTANT NOTICE:  To be considered for the position all applicants must:

Submit a complete and accurate application profile necessary for qualifying, such as dates of service, reason for leaving, etc. In addition, all applicants must ensure all employment and/or detailed information about work experience is listed on your application (including military service, self-employment, job-related volunteer work, internships, part-time employment, etc.) and that gaps in employment are explained.  Applicants who do not provide all information necessary to qualify, will not be considered for this position.

Applicant's responses to qualifying questions must be verifiable by skills and/or experience stated on the employment application and/or resume.  Applicants who do not respond to the qualifying questions will not be considered for this position.

The elements of the selection process may include a skill assessment exercise. 

Current and future vacancies may be filled from this advertisement for a period of up to six months. Following the six-month period, a new application must be submitted to an open advertisement to be considered for that vacancy.  

OAG employees are paid biweekly.  All state employees are required to participate in the direct deposit program pursuant to s. 110.113 Florida Statutes.

MINIMUM REQUIREMENTS:

A bachelor's degree from an accredited college or university and three years of administrative experience.
A master's degree from an accredited college or university can substitute for one year of the required experience.
Professional or nonprofessional experience as described above can substitute on a year-for-year basis for the required college education.

JOB SUMMARY:

This position is in the Consumer Protection Unit.  The South Florida Bureau of the Consumer Protection Division has offices in West Palm Beach, Ft. Lauderdale, and Miami. This current posting is for a position in Fort Lauderdale.

This full-time position requires an individual able to work with limited supervision and independently.  Applicant requires experience preparing legal written communications, letters, memos, and various legal pleadings for distribution, both inside and outside the department.  Must be responsible for knowing legal format requirements of different documents which often vary from court to court and must understand internal rules and operating procedures of state and federal courts.
 

Must have extensive experience in e-filing and e-filing procedures.
 
Reviews and organizes documents, depositions, and other discovery materials for use at trial. Makes appointments for the attorneys, receives and routes telephone calls, takes messages and answers questions relative to attorneys’ duties and work.
 
Prepares travel vouchers for attorneys, including making travel arrangements.  Performs other legal secretarial duties as needed, such as copying, preparing materials for mailing, and assisting other attorneys and assistants when needed.
 
Maintains attorneys' schedules, including making appointments, obtaining hearing time from courts, rearranging schedules to cure conflicts, ensuring that pleadings, motions and trial preparations are completed on time, and scheduling hearings and depositions (including court reporters and conference room arrangements).
 
Sets up new case files as they are received.  Dockets and files pleadings and correspondence for each case file.  Maintains case file on tracking system for each case file.  Closes out case files as the cases are concluded.
 
Receives, reviews and distributes mail, making preliminary judgments as to relative importance and urgency of response required.
 
Must be proficient in Word and Excel.


 Candidates should be able to handle routine legal administrative tasks on a daily basis, receive direction and meet all deadlines. Strong organizational skills, communication (both verbal and written) skills, and computer skills are essential.


This position may require extended hours and/or travel outside of the worksite for completion of special projects.
 
SPECIAL NOTES:
 
Preference will be given to candidates with extensive legal assistant experience.
Preference will be given to candidates who have assisted several attorneys at one time.
Applicant must have strong organizational skills, including correct spelling, punctuation
and grammar in their application, and show a good overall presentation of their application.
 
Preferences must be supported by information on application.

VETERAN RECRUITMENT STATEMENT:   The OAG values the service provided by veterans and their families and supports the hiring of returning service members and military spouses.  Applicants eligible for veterans' preference will receive preference in employment and are encouraged to apply, pursuant to chapter 295, Florida statutes.  However, applicants claiming veterans' preference must attach supporting documentation with each application submission that includes character of service (for example, dd form214 member copy #4) along with any other documentation as required by rule 55a-7, Florida administrative code.  All documentation is due by the closing date of the vacancy announcement.  For information on the supporting documentation required, click here .  If you have trouble attaching the documentation, contact our HR office at 850-414-3900.

PERSONS WITH DISABILITY/ADA STATEMENT:   The OAG supports the employment of individuals with disabilities and encourages them to seek employment within our agency. If you need an accommodation because of a disability, as defined by the Americans with Disabilities Act, in order to participate in the application process, please notify the people first service center at 877-562-7287.  If you need accommodation during the selection process, please notify the hiring authority in advance to allow sufficient time to provide the accommodation.

CRIMINAL BACKGROUND CHECKS/ DRUG FREE WORKPLACE:   All OAG positions are "sensitive or special trust" and require favorable results on a background investigation including fingerprinting, pursuant to s. 110.1127(2)(a), F.S. 

We hire only U.S. citizens and those lawfully authorized to work in the U.S.

E-VERIFY STATEMENT:   The Office of the Attorney General participates in the U.S. government’s employment eligibility verification program (e-verify).  E-verify is a program that electronically confirms an employee’s eligibility to work in the united states after completion of the employment eligibility verification form (i-9).

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 SSS.  For more information, please visit the SSS website at: https: //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 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.  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 clicking here.  All documentation is due by the close of the vacancy announcement. 


Nearest Major Market: Fort Lauderdale
Nearest Secondary Market: Miami