Administrative Support 2

The Florida Bar•Tallahassee, FL

5d•Onsite

About The Position

Responsible for providing administrative and secretarial support to the Ethics/Advertising department. This role involves managing incoming and outgoing mail, preparing files for review, processing revisions and appeals, handling refunds, drafting opinions, maintaining file systems, answering calls, and assisting membership with inquiries. The position also requires compiling statistics, assisting with public records requests, and ensuring smooth office operations. The role demands proficiency in various office procedures, computer systems, and communication skills, with a strong emphasis on attention to detail and service orientation.

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
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.