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Administrative Secretary - 20200018

Date: Oct 2, 2020

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

Requisition No: 226121 

Agency: Office of the Attorney General

Working Title: Administrative Secretary - 20200018

Position Number: 20200018 

Salary:  $23,454 - $28,000 

Posting Closing Date: 02/28/2021 

**This is a Full-Time Position**

 

VETERAN’S PREFERENCE

Persons applying claiming veteran’s preference eligibility for this position must complete (in its entirety) in People First and submit in People First the following at the time of application 1.)  Veteran’s Preference Certification_FDVA form VP-1  2.) Required supporting documentation Veteran’s Preference Documentation Requirements. FAILURE TO COMPLETE AND SUBMIT THE NECESSARY FORM AND SUPPORTING DOCUMENTATION WILL RESULT IN VETERAN’S PREFERENCE NOT BEING APPLIED.  You will need to:  1) print these forms, 2) manually complete the forms, 3) scan the completed forms, 4) save the completed forms, then 5) attach the completed forms to your profile in People First. 

 

If you are having trouble attaching your completed forms to your profile application please contact the People First Service Center at (877) 562-7287 Monday - Friday, 8:00 a.m. to 6:00 p.m., Eastern time.

 

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, 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.

 

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:   Three years of secretarial or clerical work experience; or possession of a Certified Professional Secretary Certificate.  College education from an accredited institution can substitute at the rate of 30 semester or 45 quarter hours for each year of the required work experience.  Vocational/technical training in an area of secretarial science or office/business studies can substitute at the rate of 720 classroom hours for each year of the required work experience.  A high school diploma or its equivalent can substitute for one year of the required work experience.

 

JOB SUMMARY:  This position is in the Children's Legal Services unit.

This position is responsible for a variety of administrative and secretarial functions in the area of dependency for the Department of Children and Families (DCF), pursuant to the contract between the agency and DCF, and at the direction of a paralegal, staff assistant, administrative assistant, an attorney, supervising attorney and/or a Special Counsel, and/or a Bureau Chief.  This includes administratively supporting the bureau in legal representation to DCF as well as any Community Based Care provider and Sheriff’s Office that contracts with DCF, in all aspects of dependency law.  All legal representation is provided in a manner that promotes justice and ensures the health and safety of children and the integrity of families. Administrative secretaries at CLS can be assigned to a variety of duty stations within the bureau, to include, but not limited to the reception area, file room, appellate section, dependency division sections, and management support.   Administrative secretaries may be cross trained and their primary and secondary duties may be evaluated at any time and assignment is based on the needs of the bureau.

 

KSA/EXAMPLES OF WORK PERFORMED:  

Responsibilities include but are not limited to:

* Maintaining and overseeing maintenance of case tracking systems(s) and the Florida Safety Families Network (FSFN).

* Organizing and maintaining case files, court calendars, and litigation timetables in the form and manner directed. 

* Preparing  in a timely manner documentation and correspondence, including but not limited to letters, memoranda, legal pleadings, logs, notices and filings, as well as technical reports.  Timely is defined as completing the tasks assigned in no later than three (3) business days unless a more specific time frame is requested by the Attorney.  The time frame designated by the attorney will be the controlling factor as it relates to the term “timely”.

* Copying, sorting , filing, scanning, mailing and retrieving legal documents and files in both paper and electronic format. 

* Creating and organizing legal files, to include electronic files and correspondence. 

* Maintaining  attorney  dockets, appointment calendars and schedules. 

* Coordinating hearings, meetings and depositions.  

* Running errands and making deliveries, including, but not limited to the courthouse.

* Answering and screenings telephone calls, taking accurate messages and routing appropriately.

* Receiving, reviewing, distributing and metering mail and fax transmissions.

* Ordering and inventorying office supplies, equipment and services.

* Handling finance and purchasing records.

* Arranging travel and related paperwork.

* Purchasing orders and contracts.

* Maintaining and organizing file room, closing and archiving files and docket processing.

* Performing special projects and other duties as assigned or requested.

 

OTHER REQUIREMENTS:

This position requires the ability to push or pull at least 75 pounds and the ability to lift at least 25 pounds.

 

**Applicants will be required to take a Skills Exercise Assessment as part of the selection process.  A passing score of 26 out of 40.5 is required to move forward to an interview**

 

VETERAN RECRUITER 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 enough 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.  The State of Florida supports a Drug-Free Workplace, all employees are subject to reasonable suspicion or other drug testing in accordance with section 112.0455, F.S., Drug-Free Workplace Act.  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