ADMINISTRATIVE ASSISTANT II - 79011468

State of Florida • Tallahassee, FL

13d

About The Position

This Administrative Assistant II position provides administrative and legal support the Office of the General Counsel’s Drugs, Devices, and Cosmetics Legal Team and reports to the Senior Legal Assistant for the work unit.

Requirements

• Knowledge of Microsoft Office Suite
• Knowledge of office equipment including copy and fax machines
• Knowledge of data entry and databases
• Ability to evaluate and make independent decisions
• Ability to communicate effectively verbally and in writing
• Ability to establish and maintain effective working relationships
• Ability to multi-task
• Ability to plan, organize and coordinate and prioritize work assignments
• Ability to recognize and act on emerging issues and shifting priorities
• High school diploma or equivalent
• At least one to two years administrative experience, clerical or legal secretarial experience
• Working knowledge of Microsoft Word and Outlook.

Nice To Haves

• will be given to those who possess legal secretarial and legal office experience

Responsibilities

• Maintains an inventory of all work request assignments and disciplinary file activity and updates for responsible attorney
• Maintains calendar for work request deadlines
• Updates status/activity in the Department’s license and document maintenance databases
• Sets up disciplinary files according to proper file maintenance protocol
• Maintains accurate schedules and calendars for assigned attorneys, scheduling meetings and appointments and keeping attorneys apprised of upcoming meetings and deadlines
• Assists with personnel matters, including scheduling and calendaring interviews
• Prepares outgoing mail and processes incoming mail
• Prepare travel for assigned attorneys, including making reservations and accommodations, preparing authorizations and vouchers for reimbursement
• Monitors public records requests related to the Drugs, Devices and Cosmetics Legal Unit in the Department’s GovQA database
• Researches, retrieves, reviews, and performs redactions on documents to fulfill public records requests
• Drafts correspondence, supplemental requests, final orders
• Assists with phone coverage for the unit as well as for the main switchboard of the Office of the General Counsel
• Performs other duties as needed to ensure the success and organization of the work unit and the Office of the General Counsel as a whole.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED