Administrative Assistant I

The Administrative Assistant I (AAI) works under the direct supervision of the Lead Administrative Assistant III (AAIII) with assistance from the Chief Attorney and provides administrative and clerical support to assigned attorneys for the Alcoholic Beverages and Tobacco Legal Unit within the Office of the General Counsel.

Your specific responsibilities include:

• Assisting attorneys by processing cases, including preparing administrative complaints, motions, and orders for filing with the Agency Clerk's Office or forwarding for service;
• Maintaining and updating legal case files in OnBase and Versa: Regulation on pending court and administrative cases in an organized, comprehensive, chronological, and timely manner;
• Closing cases timely by updating the department's document and case management systems including filing Final Orders and various other documents with the Agency Clerk's Office;
• Assisting attorneys by drafting notices of hearing, correspondence, memoranda, and other basic legal pleadings relating to the activities of the Alcoholic Beverages and Tobacco Legal Unit;
• Assisting attorneys with preparation of cases before the Division of Administrative Hearings (DOAH) and circuit courts, including assisting with discovery requests, scheduling court reporters, and requesting service of process;
• Assisting with trial and hearing preparation, including collating exhibits and preparing trial notebooks or exhibit binders;
• Answering incoming calls for the Alcoholic Beverages and Tobacco 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 Alcoholic Beverages and Tobacco Legal Unit;
• Opening, disseminating, and distributing all incoming mail for the Alcoholic Beverages and Tobacco Legal Unit;
• Preparing and processing outgoing mail and UPS packages;
• Researching and retrieving documents to fulfill public records requests, including redacting, organizing, and maintaining electronic responses provided to internal and external customers;
• Assembling materials for attorney's use at meetings, depositions, hearings, and trials;
• Accurately maintaining and updating attorneys' calendars to include appointments, hearings, meetings, and visitors. Keeps attorneys advised of scheduled appointments;
• Preparing travel and accommodation arrangements for assigned attorneys, including authorizations to incur travel expenses and vouchers for reimbursement of travel expenses;
• Assisting with phone coverage for the main switchboard(s) for the Office of the General Counsel;
• Performing other legal secretarial, administrative, or clerical duties as directed by the AAIII or as needed to ensure the success and organization of the Alcoholic Beverages and Tobacco Legal Unit.

Knowledge, skills, and abilities required include:

• Knowledge of Microsoft Office Suite, specifically Word and Outlook;
• Ability to use available technology to perform duties including computer software, hardware, and data systems;
• Ability to understand and apply laws, rules, regulations, policies, and procedures;
• Ability to maintain legal case files;
• Knowledge of office procedures and practice;
• Knowledge of methods of data collection;
• Ability to effectively communicate verbally and in writing;
• Ability to prepare correspondence and administrative reports;
• Ability to utilize problem solving techniques;
• Ability to establish and maintain effective working relationships;
• Ability to multi-task;
• Ability to work independently;
• Ability to plan, organize and coordinate work assignments;
• Ability to recognize and act on emerging issues and shifting priorities.

Minimum requirements:

• High school diploma;
• At least one year administrative, clerical, or legal secretarial experience; and
• Working knowledge of Microsoft Office Suite.

Preferred:

• One year or more using Microsoft Office Suite.

The Benefits of Working for the State of Florida:

• 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

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.