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ADMINISTRATIVE ASSISTANT I - 41000168

Date: Sep 16, 2020

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

Requisition No: 189302 

Agency: Office of the Attorney General

Working Title: ADMINISTRATIVE ASSISTANT I - 41000168

Position Number: 41000168 

Salary:  $25,479 - $35,000 

Posting Closing Date: 09/22/2020 

**This is a Full-Time Position**

This is a re-advertisement. Prior applicants need not re-apply.

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.

 

Verify that applicant responses to qualifying questions are 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 and one year of administrative experience.  A master's degree can substitute for 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 West Palm Beach Consumer Protection Division and is a full-time, highly responsible legal administrative position that requires the individual to work independently with limited supervision. This position requires strong organizational skills, excellent communication skills (both verbal and written), good proofreading skills, as well as the ability to multitask effectively. Good computer skills are essential.

 

This position works as part of a team to provide legal administrative support to four attorneys and several investigators in a fast-paced environment and requires an understanding of the court procedures and rules which often vary from court to court.

 

This position may include the following responsibilities:-  Prepare legal written communications, letters, orders, various legal pleadings, forms, memoranda, and financial reports as required;
- Proofread and format pleadings and correspondence;
- Docket pleadings and correspondence;
- Assist the paralegal and attorneys with e-filing and e-filing procedures;
- Assist the paralegal and attorneys with reviewing and organizing exhibits, documents, and other discovery materials for use at trial;
- Create and maintain case files;
- Create and maintain excel spreadsheets;
- Make travel arrangements and reservations which include airline, hotel, rental car and handling reimbursement vouchers, etc.;
- Maintain attorney schedules, which includes making appointments, obtaining hearing time from courts, rearranging schedules to cure conflicts, ensuring that pleadings, motions and trial preparations are completed on time, as well as scheduling hearings and depositions (including court reporters and conference room arrangements);
- Independently prepare correspondence as required;
- Communicate via letter, email, and telephone with public officials, attorneys, and consumers;
- Answer the main multi-line phone, take messages and answer questions relative to attorneys’ cases, and speak with consumers on the phone and determine who should receive the call;
- Handle telephone calls and correspondence for attorneys when they are not in the office, determining what problems need immediate attention, and either handle or refer to another attorney;
- Handle administrative functions such as copying, scanning, and filing;
- Create purchase requisitions, order and maintain office supplies, review and submit invoices for payment, and keep track of restitution amounts;
- Sort and process mail;
- Prepare files for scanning to the archives.
- Maintain current information for the West Palm Beach office such as staff contact information, annual form submittal, new admin policies and procedures, etc.; 
- Assist other employees in the South Florida Bureau as needed, to include other legal assistants, attorneys, or investigators.
- Assist with price gouging complaints and investigation as needed.
- Assist with special projects as needed.
 
This position may require extended hours and/or travel outside of the worksite for completion of special projects.
  

OTHER REQUIREMENTS:

Preference will be given to applicants with:

  • experience providing legal assistance in a law firm or legal department;
  • experience assisting several attorneys at one time;
  • a degree, diploma or certificate in paralegal studies or legal assisting;
  • experience with e-filing and e-serving court documents.

 

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.  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: Palm Beach
Nearest Secondary Market: Miami