DOS - EXECUTIVE ASSISTANT I-SES - 45000948

State of Florida • Tallahassee, FL

3d • Onsite

About The Position

The Department of State, Office of the General Counsel is seeking an Executive Assistant I - SES. This position serves as the primary administrative assistant for the management of the Office of General Counsel, handling invoices, coordinating budget and finance matters, maintaining office calendars, and managing requests for Advisory Opinions, as well as court e-filing matters and accounts. The role also involves managing litigation files and requests for legal assistance, providing administrative support to attorneys, preparing correspondence and legal documents, making travel arrangements, tracking proposed legislation, assisting with public records requests, and ensuring proper logging and routing of inquiries and legal matters. The Executive Assistant will also act as the Agency Clerk, handling administrative filings, docketing orders, and accepting service of process. Additionally, the position requires accessing the Florida Voter Registration System (FVRS) for specific duties and assisting with preliminary investigations of elections fraud complaints. The role demands representing the Office of the Secretary and Department of State professionally, exercising discretion, confidentiality, and independent judgment.

Requirements

• High school diploma or its equivalent
• Two (2) years of professional administrative experience in an office setting
• Experience using Microsoft Word and Excel, and Adobe Acrobat Pro
• Exceptional attention to detail and proofreading skills, and skilled in the organization of data and files.
• Knowledge of Microsoft Word, Excel, PowerPoint, Outlook; & Adobe Pro.
• Excellent telephone skills, with the ability to assist the public in a polite, sometimes firm manner
• Adapt at managing and organizing paper and electronic documents
• Ability to multi-task, sometimes under pressure
• Must be able to plan, organize and prioritize work assignments
• Communicate effectively, both verbally and in writing
• Work with co-workers as a team and maintain positive working relationships

Nice To Haves

• Experience working in a legal office
• Experience working with Florida public records laws and/or state purchasing and contracting laws
• Experience electronically filing court documents
• Experience handling public record requests

Responsibilities

• Serve as primary administrative assistant in management of Office of General Counsel, including without limitation handling of invoices, coordinating budget and finance matters, maintaining office calendars, and managing requests for Advisory Opinions; and managing court e-filing matters and accounts.
• Manage maintenance of litigation files and request for legal assistance
• Provide administrative support to attorneys in the Office of the General Counsel, including, but not limited to: prepare correspondence; prepare and file legal documents; make travel arrangements and prepare travel requests and reimbursements; maintain calendars, coordinate meetings and conference calls; track proposed legislation; provide administrative support regarding proposed legislation and administrative rules; assist in responding to public records requests; ensure that elections-related inquiries from candidates, supervisors of elections, and the public are properly received, logged, and routed; ensure that other legal matters and requests involving any of the Department's divisions are properly received, logged, and routed.
• Answer and route telephone calls and written and e-mail correspondence received by the Office of the General Counsel; receive, review, and assist with preparation of response to correspondence
• Assist the public in routing telephone calls and written/e-mail correspondence to the appropriate division within the Department or to another state agency, as appropriate.
• Perform duties as Agency Clerk, including receipt of administrative and other filings, logging of those filings, docketing and posting of final orders, and acceptance of service of process directed to the Department of State and its divisions.
• Accessing the Florida Voter Registration System (FVRS) to perform necessary duties to view or enter registration data in FVRS and to assist senior litigation attorney with preliminary investigation of elections fraud complaints.
• Always Represent Office of the Secretary and Department of State in a professional manner; exercise discretion, confidentiality and independent judgement
• Perform other work-related duties as required.

Benefits

• A Level 2 criminal background check is a condition of employment.
• We are committed to enhancing our workforce through the employment of Veterans, individuals with disabilities and seek qualified candidates with diverse backgrounds, abilities, skills, and talents to join our workforce.
• Male applicants born on or after October 1, 1962, will not be eligible for hire or promotion unless they are registered with the Selective Services System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS.
• Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735).
• The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.

What This Job Offers

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