ADMINISTRATIVE ASSISTANT III - SES - 72002762

State of Florida • Tallahassee, FL

1d • Onsite

About The Position

This position performs highly responsible administrative work for the Chief Legal Counsel. The incumbent in this position may have direct access to agency managerial employees and information of a confidential nature which has been determined to relate to either employer/employee relations, and other personnel issues, preparation/or impact as defined in Section 447.203(4) & (5), F.S. You will play an essential role in maintaining the integrity and organization of legal case records, coordinating communications between parties and attorneys, supporting rule and policy development, and assisting with matters involving confidential and sensitive personnel information. Through your attention to detail, professionalism, and ability to manage multiple priorities, you will contribute to the efficient operation of the agency’s legal services and support the agency’s mission of enforcing civil rights laws and promoting fair treatment in the workplace and public services. The Florida Commission on Human Relations is committed to cultivating professional growth, leadership development, and continuous learning for its employees. Training and development opportunities are designed to enhance expertise and support long-term career advancement in public service.

Requirements

• Knowledge of legal terminology, legal office practices, and court and administrative procedures.
• Knowledge of administrative law principles and legal processes related to employment discrimination, labor relations, public records, and agency operations.
• Knowledge of document management and case tracking procedures.
• Knowledge of principles and practices related to records management and confidential information handling.
• Skill in proofreading and editing legal and administrative documents for accuracy, grammar, and compliance with formatting requirements.
• Skill in the use of computers, legal case management systems, and standard business software applications.
• Ability to prepare legal documents, pleadings, correspondence, subpoenas, notices, determinations, and related materials in proper format with accuracy and attention to detail.
• Ability to review case materials and supporting documentation for completeness, accuracy, and compliance with established procedures.
• Ability to conduct legal and regulatory research and assist in reviewing rules, policies, and procedures.
• Ability to organize, prioritize, and manage multiple assignments and deadlines in a fast-paced legal environment.
• Ability to maintain accurate records and case management data within electronic tracking systems.
• Ability to communicate effectively verbally and in writing with attorneys, agency staff, external parties, and the public.
• Ability to establish and maintain effective working relationships with others.
• Ability to exercise discretion and maintain confidentiality of sensitive legal and personnel information.

Nice To Haves

• 2 years of experience working in a legal office, governmental agency, labor relations environment, or human resources setting.
• 2 years of experience preparing legal documents, pleadings, correspondence, reports, or other professional written materials.
• Experience maintaining confidential or sensitive records and information.
• Experience coordinating, organizing, and tracking case files, legal matters, or administrative records.
• Experience reviewing documents for accuracy, completeness, and compliance with established procedures.
• Experience using electronic case management, document management, or records tracking systems.
• Experience assisting with employee relations, union grievance matters, collective bargaining issues, or administrative proceedings.
• Experience conducting research related to laws, rules, policies, or procedures.
• Proficiency in Microsoft Office applications, including Word, Outlook, Excel, and Teams.
• Strong organizational, communication, and time management skills with the ability to manage multiple assignments and deadlines.

Responsibilities

• Prepares notices of hearings, notices of appearance, notices of taking depositions, subpoenas for production of documents and appearance of witnesses, routine legal actions and pleadings, and memoranda and correspondence associated therewith in final form based upon information obtained from the Chief Legal Counsel or assigned attorney.
• Maintains current records of all matters handled by the Chief Legal Counsel. Records 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.
• Assists attorneys in preparation of union mediation documents, correspondence related to union grievances, employee relations documents, and collective bargaining agreements.
• Assists in reviewing/formulating policies relating to employees of the Agency.
• Reviews cases that have been placed in “NORTA Review,” determines whether a NORTA is appropriate, and drafts the NORTA.
• Drafts Determinations under the supervision of a Senior Attorney.
• Tracks and maintains the case status in ActionStep by updating and maintaining documentation related to Determinations.
• Reviews and assigns incoming requests from complainants and respondents to attorneys.
• Conducts research on whether new or amended rules are proper. Assists with editing rules drafted by attorneys.
• Assists Senior Attorney(s) with preparing for presentations or trainings.
• Assists Housing and Employment managers with case management.
• Sends the initial e-mails to the parties when a whistleblower reinstatement review is being conducted by an attorney.

Benefits

• Annual and Sick Leave benefits
• Nine paid holidays and one Personal Holiday each year
• State Group Insurance coverage options, including health, life, dental, vision, and other supplemental insurance options
• Retirement plan options, including employer contributions
• Flexible Spending Accounts
• Tuition waivers

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed