Administrative Support 2

The Florida Bar • Tallahassee, FL

5d • $0 - $33,776 • Onsite

About The Position

This position is responsible for providing administrative and secretarial support to the Ethics/Advertising department. The role involves handling incoming and outgoing mail, preparing files, processing revisions, managing refunds, drafting opinions, maintaining files, answering calls, and assisting membership with questions. The position also involves monitoring inquiries, assisting with workflow, running queries for public records and statistics, and preparing mail-outs and faxes. The role requires knowledge of professional office procedures, legal terminology, and Adobe Acrobat, as well as skills in computer data entry, MS Office Suite, and Lotus Notes. Abilities include typing speed, effective communication, problem-solving, organization, and attention to detail. The position is in-office, located in Tallahassee, Florida.

Requirements

• High School Diploma (or its equivalency).
• Two (2) years of progressively responsible administrative/secretarial experience.
• Professional office procedures and practices
• Correct spelling, punctuation, and grammar usage
• Filing procedures
• Internet research
• Legal terminology
• Adobe Acrobat
• Computer data entry and retrieval for AS400
• MS Word
• MS Outlook
• Lotus Notes (or similar database), data entry, and database use
• Basic arithmetic
• Standard business formats and styles
• Professional telephone etiquette
• Type forty-five (45) correct words per minute (cwpm)
• Type letters, memoranda, and other standard business forms in correct format
• Think logically and effectively problem solve
• Prioritize, plan, organize, and coordinate work assignments
• Interpret TFB policies and procedures
• Communicate effectively and professionally, both verbally and in writing
• Establish and maintain effective working relationships with others
• Demonstrate initiative in group projects and individual settings
• Tactfully manage difficult situations
• Operate well under pressure and in a team atmosphere
• Consistently provide an excellent service-oriented attitude
• Pay attention to detail
• Create ADA compliant forms and documents using Adobe
• Type at least forty-five (45) correct words per minute (cwpm)
• Sit for long periods of time
• Hear and converse over the telephone
• Key/work frequently on a computer
• Lift 5 to 10 lbs

Nice To Haves

• College degree preferred.
• Appropriate degree may substitute for the experience on a year-for-year basis.

Responsibilities

• Opens, date stamps, copies (advertising material) and circulates incoming mail.
• Prepares advertising files for review.
• Handles processing of revised advertisements and appeals.
• Refunds claimed monies.
• Drafts advertising opinions for staff attorneys.
• Performs advertising file maintenance, tracking, and data entry.
• Copies and mailing outgoing correspondence.
• Answers incoming calls and assists membership with questions.
• Handles all departmental filing for advertising and miscellaneous administrative files.
• Monitor and track departmental mail and email for ethics inquiries, including items for the Board Review Committee on Professional Ethics, the Professional Ethics Committee, and the Standing Committee on Advertising.
• Assists with daily workflow to ensure smooth and efficient office operations.
• Assists legal staff and paralegal.
• Runs queries for public records requests, statistics, etc.
• Compiles monthly departmental statistics.
• Assists with public records requests.
• Prepares and completes mail-outs (i.e., Agendas) and faxes for staff.
• Other duties as assigned.

Benefits

• Excellent benefits package including employer paid pension contribution
• Employees of The Florida Bar are eligible to apply for the Public Service Loan Forgiveness Program (PSLF).

What This Job Offers

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