ADMINISTRATIVE ASSISTANT I – The State of Florida (Tampa)

State of Florida

41000461

$27,000 – $35,000 a year
Part-time

Requisition No: 56592

Agency: Office of the Attorney General

Working Title: ADMINISTRATIVE ASSISTANT I – 41000461

Position Number: 41000461

Salary: $27,000 – $35,000

Posting Closing Date: 03/22/2019

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.

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 located in the Lemon Law Arbitration Unit.

Strong organizational skills, communication (both verbal and written) skills, and computer skills essential. This position requires an individual able to work with limited supervision and independently handle complex administrative tasks on a daily basis. Must be able to work well with others; must be able to multitask, receive direction and meet all deadlines. Preference will be given to candidates who possess legal secretarial experience.

KSA/EXAMPLES OF WORK PERFORMED:

This position is supervised by the lead Assistant Attorney General in the Tampa Lemon Law office, and accepts work assignments from the Assistant Attorneys General in that office. Job responsibilities:

Case Management. Includes:

Processing new cases-organize documents; log new cases into tickler system; add new cases to pending case list; file in new case drawer; utilize certified mail return receipts to determine Answer filing deadline and update case database; copy Answer when received and mail to Consumer, file, and update database; note timeliness issues and notify Board Attorney.

Managing and maintaining physical case file and case database—monitor incoming mail and update file as appropriate, notifying Board Attorney of action items; monitor and maintain electronic intake box by responding to action items or referring action items to Board Attorney as appropriate, then forwarding and attaching items to appropriate case in Lotus Notes; monitor party compliance with office efiling policy and consult with Board Attorney, as appropriate; keep Lotus Notes activity docket updated.

Notices of hearing—maintain hearing calendar and coordinate final case placement on the hearing calendar with Board Attorneys; reserve hearing rooms; contact and schedule arbitrators to serve on assigned cases; prepare and mail notices within appropriate deadlines; maintain contact with arbitrators and parties regarding changes to schedule.

Amended notices of hearing-prepare and mail within appropriate deadlines; reserve hearing rooms; contact and schedule with either same or new panel, in coordination with Board Attorney; arrange for substitute arbitrators on cases, as needed.

Subpoenas—prepare appropriate subpoenas for Board Attorney review and signature; copy and mail.

Continuance requests-obtain necessary information and refer to the Board Attorney; prepare Continuance Order and mail to parties.

Postponements-prepare Order Postponing Hearing when consumer notifies office of postponement due to settlement; mail Order to parties; notify board members and Tallahassee office of postponement; update database; file in postponement file drawer; monitor postponement time deadlines and notify Board Attorney when deadlines exceeded; prepare Order Dismissing Case and Closing File when notified that settlement completed.

Withdrawals-prepare Order Dismissing Case and Closing File and mail to parties; notify headquarters of the withdrawal; notify arbitrators and cancel hearing room if necessary; clean file and return it to Tallahassee.

Index to case file—organize all documents submitted by the parties for hearing; get final approval on document order from Board Attorney; paginate documents; prepare index to case file and mail to parties and arbitrators after Board Attorney approval; copy and send indexed case file to arbitrators along with index to case file, ensuring receipt prior to hearing pursuant to program deadlines.

Hearings. Includes:

Pre-hearing preparations-make sure tape recorder and calculators are available and working properly; prepare all paperwork needing arbitrator signatures; prepare Hearing Notice to be posted at the hearing site, if traveling; prepare itinerary and e-mail it to Tallahassee; assure that all materials necessary to conduct the hearing are prepared and packed; set up hearing room to facilitate conduct of the hearing and a clear recording of the proceedings; keep assigned arbitrator panel members informed of status of all cases scheduled for their assigned day.

During hearing-monitor recorder to be sure it is operating properly; pause and restart recorder as needed during breaks and test drives; prepare hearing log so that recorded information can be located on the tape; be alert and responsive to Arbitrator and Board Attorney needs such as making copies, locating documents, making sure hearing procedures are followed, marking exhibits, and assisting with remedy calculations by operating calculator; make sure hearing is not disrupted by outside noise; coordinate and communicate with other parties on days with multiple hearings regarding case status and timing, initiating or assisting with the logistics necessary to ensure timely transition between cases;

Post-hearing-make sure all arbitrators have signed necessary paperwork; gather case files and case notes from arbitrators; gather old files from arbitrators for recycling as appropriate; pack equipment; clear the file of duplicate documents; review arbitrator case files and pull all writings for inclusion with notes in case file; place hearing documents in appropriate location in case file; properly mark case exhibits; transfer digital recording of hearing to cd, and label and attach cd in the file; update database and progress report sheet; complete decision format for the Board Attorney if requested; proofread, copy and mail decision; close case file and return it to Tallahassee; update case database in Lotus Notes with action dates and track.

Administrative. Includes:

Arbitrator paperwork-prepare, proof, copy and submit bi-monthly arbitrator case logs; prepare, proof, copy and submit arbitrator and staff travel vouchers; track other arbitrator activities subject to compensation such as motion hearings and include on case logs.

Staff travel-make travel arrangements; prepare itinerary and submit to Tallahassee; prepare and submit signed travel vouchers to Finance and Accounting along with appropriate documentation.

Office supplies and equipment-maintain an adequate inventory of supplies for the office; prepare requisitions for necessary supplies and submit invoices for payment within the required time limits; ensure office equipment is operating properly and arrange for necessary maintenance and repairs as needed.

Arbitrator calendar—maintain calendar documenting arbitrator availability on a monthly basis; maintain contact with arbitrators to ensure calendar information stays current and accurate.

Intake box—monitor electronic intake box and appropriately respond to or route correspondence; print case related correspondence for inclusion in case file; take action as needed or refer to Board Attorney for action; clear intake box by transferring correspondence to case database.

Hotline and other consumer calls—provide general lemon law information to consumers calling the Lemon Law hotline, as assigned, or those contacting office directly, route calls to Board Attorneys as needed; provided documents or other materials as requested or needed.

Video conferencing—reserve room and set up equipment for monthly statewide video conference meetings, plus training and other meetings on an as-needed basis.

Other duties as required. Assist all department personnel in any manner necessary to assure the department is operated in a professional and efficient manner. Requires occasional extended hours and/or travel outside of the work site.

OTHER REQUIREMENTS:

Strong organizational skills, communication (both verbal and written) skills, and computer skills essential. This position requires an individual able to work with limited supervision and independently handle complex administrative tasks on a daily basis. Must be able to work well with others; must be able to multitask, receive direction and meet all deadlines. Preference will be given to candidates who possess legal secretarial experience.

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.