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ADMINISTRATIVE ASSISTANT II - SES - 72001378

Date: Dec 4, 2019

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Requisition No: 86743 

Agency: Management Services

Working Title: ADMINISTRATIVE ASSISTANT II - SES - 72001378

Position Number: 72001378 

Salary:  $32,000 - $35,000 

Posting Closing Date: 12/16/2019 

Administrative Assistant II
Office of the General Counsel
State of Florida Department of Management Services
This position is located in Tallahassee, Florida

The Florida Department of Management Services (DMS) is a customer-oriented agency responsible for managing the various business and workforce-related functions of state government. Under the direction of Governor Ron DeSantis and DMS’ Executive Leadership Team, the agency oversees the real estate, procurement, human resources, group insurance, retirement, technology, private prisons, fleet, and federal property assistance programs utilized throughout Florida’s state government. DMS is relied upon to establish, maintain and improve the business processes used by state employees to create a better, not bigger government.  DMS facilitates the delivery of these programs and services and provides tools and training to bolster the efficiency and effectiveness of the state’s workforce. It is against this backdrop that DMS strives to demonstrate its motto, “We serve those who serve Florida.” Under the leadership of DMS Secretary Jonathan Satter, DMS’ employees embody four pillars on a daily basis: lead by example, serve with excellence, create efficiencies, and challenge the status quo.
Position responsibilities:
The Florida Department of Management Services, Office of General Counsel, is seeking an Administrative Assistant to prepare notices of hearings, notices of appearance, notices of taking depositions, subpoenas for production of documents and appearance of witnesses, trial/hearing preparations, routine legal actions and pleadings,  associated memoranda and correspondence in final form without assistance based upon information obtained from assigned attorney(s) and reflected in the office files in accordance with good office practices and the requirements of applicable rules of civil, administrative and appellate procedure.  
The position will also serve as the hearing coordinator for arbitrations, informal hearings, and bill analyses.
Specific responsibilities of the Administrative Assistant II include, but are not limited to, the following:

  • Maintain current records of all matters handled by assigned attorney(s) by entering in the Legal Case Tracking System per office procedures.  Information in the Legal Case Tracking System may include, but is not limited to:  description of matter, persons involved, date received, description and date of developments affecting disposition thereof, date closed, and nature and extent of legal services rendered in connection therewith.  
  • Schedules court or administrative hearings and secures services of certified court reporters for hearings and for depositions.  Maintains all records associated with assigned proceedings; acts as liaison with opposing counsel, witnesses, court reporters, and others; tracks and calendars filing deadlines for all assigned cases.
  • Schedules conferences called by assigned attorney(s), including designation of date, time and place thereof; develops agenda of matters to be discussed.  Maintains calendar of all scheduled meetings, interviews, conferences, court and administrative appearances, and other commitments involving the assigned attorney(s) in accordance with a determination of the rank and priority thereof.  
  • Schedules and coordinates all travel arrangements for assigned attorney(s), including travel and hotel accommodations.  Confer with the appropriate individuals regarding any issues arising about such travel.
  • Maintains contact with assigned attorney(s) as necessary to keep them advised of developments requiring their attention, and performs such clerical and administrative services as are necessary to carry out instructions in handling of developments in their absence.
  • Monitor time-sensitive correspondence and issues to ensure compliance with Departmental information requirements.  Maintain or assist with maintaining internal tracking systems to ensure legal staff are kept apprised regarding the status of legal cases, special projects and issues within the purview of assigned attorney(s).
  • Provide interim cross-functional support within the Office of the General Counsel for special projects and peak workload periods required to support operational needs.
  • Provide prompt, professional and courteous customer service in response to all inquiries and requests for information received by the Office of the General Counsel.

Knowledge, Skills and Abilities:

  • The Administrative Assistant II must possess the following qualifications:
  • Proven record of providing excellent internal and external customer service.
  • Strong organizational, technology, and communication skills.
  • Must be familiar with Outlook, Microsoft Office applications, and Adobe applications.
  • Knowledge, skills and abilities, including utilization of equipment, required for the position. 
  • Knowledge of administrative principles and practices.
  • Knowledge of office procedures and practices.
  • Knowledge of the methods of data collection.
  • Knowledge of the principles and techniques of effective communication.
  • Ability to collect, evaluate and analyze data relating to administrative functions such as accounting, personnel, purchasing or report writing.
  • Ability to prepare correspondence and administrative reports.
  • Ability to understand and apply applicable rules, regulations, policies and procedures.
  • Ability to utilize problem-solving techniques.
  • Ability to work independently.
  • Ability to plan, organize and coordinate work assignments.
  • Ability to communicate effectively.
  • Ability to establish and maintain effective working relationships with others.
  • Accountability, Communication, Empowerment, Flexibility, Integrity, Respect, Teamwork
  • This position requires sedentary work and repetitive motion.

Minimum Qualifications:
The Administrative Assistant II must possess the following qualifications: 

  • Two year's of experience working in a legal office as an assistant.
  • At least one year of litigation experience as an assistant.
  • A legal assistant/paralegal certificate or its equivalent can substitute for one year of the required year's of work experience.

DMS is committed to successfully recruiting and onboarding talented and skilled individuals into its workforce.  We recognize the extensive training, experience and transferrable skills that veterans and individuals with disabilities bring to the workforce.  Veterans and individuals with disabilities are encouraged to contact our recruiter for guidance and answers to questions through the following provided email addresses.
DMS.Ability@dms.myflorida.com
DMS.Veterans@dms.myflorida.com
An individual with a disability is qualified if he or she satisfies the skills, experience, and other job-related requirements for a position and can perform the essential functions of the position with or without reasonable accommodation. 
Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must contact the DMS Human Resources (HR) Office at (850) 488-2707. DMS requests applicants notify HR in advance to allow sufficient time to provide the accommodation.
Successful completion of background screening will be required for this position.


 

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.


Nearest Major Market: Tallahassee