Administrative Support 4

The Florida Bar•Tallahassee, FL

3d•Onsite

About The Position

Provides high level administrative and office management support to Division Director, Legal Administrator and Staff Counsel. This is an in-office position, located in Tallahassee, Florida and is not a remote position.

Requirements

Bachelor's Degree (proof required at interview).
Two (2) years of progressively responsible office administrative experience.
Administrative principles and procedures
Public Record Policies retention
MS Excel, MS Word, Outlook, Adobe Acrobat Pro, and other similar PC based applications
Correct spelling, punctuation, and grammar usage
Professional telephone etiquette
Office procedures and practices
MS Excel
MS Word
Adobe Acrobat Pro
Outlook
PowerPoint
Database Input
Use of various office equipment/machines
Interpret TFB policies and procedures
Create ADA compliant forms and documents using Adobe
Pay attention to detail
Handle multiple tasks
Communicate effectively and professionally with all members of the public and of The Florida Bar, both verbally and in writing
Establish and maintain effective working relationships with others
Tactfully manage complex situations
Organize and prioritize work
Manage and maintain a high level of confidentiality
Follow written and oral instructions
Learn The Rules Regulating TFB; standing board policies; legal division policies and procedures
Demonstrate initiative individually and in group projects
Think logically and effectively problem solve
Consistently provide an excellent service-oriented attitude
Use discretion and independent judgment

Responsibilities

Provides administrative support to Division Director/HQ office.
Screens and refers calls to Division Director, Legal Administrator, Staff Counsel, or other appropriate staff.
Assists with travel arrangements, authorizations, and expense reports for all travel out of the Division Director's office, to include Staff Counsel.
Prepares and submits vouchers for various administrative expenses.
Coordinates meeting schedules and appointments.
Assists with oversight and administration of Division Director/HQ office workflows.
Prepares, reviews, and updates various documents for the Legal Division/HQ office.
Handles phone, email, and mail-in inquiries from the public, regulatory agencies, and members of the Bar including but not limited to providing information about members' discipline histories and other lawyer regulation functions.
Processes public records requests (PRRs) for the Legal Division/HQ office.
Oversees the assignment of PRRs for the Legal Division/HQ office.
Processes inventory lawyer designation forms and updates the information in Salesforce.
Backup for Salesforce maintenance of the Grievance Committee web information.
Training of the Administrative Support personnel.
Serves as backup for reception position.
Other duties as assigned.