GUARDIAN AD LITEM OFFICE, 2ND CIRCUIT- HUMAN RESOURCES AND BUDGET LIAISON - 21012685

State of Florida • Tallahassee, FL

30d • $40,000

About The Position

This is responsible work performing a variety of administrative and fiscal related duties assisting an administrator and/or professional staff in managing the daily operations and support functions of an administrative office.

Requirements

• Knowledge of and ability to use correct English grammar, spelling, and punctuation.
• Ability to use a variety of computer applications.
• Ability to organize work, establish priorities, and meet deadlines.
• Ability to manage multiple assignments including long and short-range projects.
• Ability to communicate effectively.
• Ability to deal tactfully with the public.
• Ability to use independent judgment and discretion concerning confidential information.
• Ability to work as part of a team.
• Knowledge of personnel processes and procedures.
• Ability to understand and apply rules, regulations, policies, and procedures.
• Must have a standard high school diploma or equivalent and four or more years of progressively responsible administrative or administrative support, not-for profit, fiscal or other comparable experience.

Nice To Haves

• A bachelor's degree from an accredited four-year college or university preferred and one year of experience in Human Resources, Administrative Support or Budget and Finance.
• A master's degree may substitute for the required experience.

Responsibilities

• Answering telephones and transferring to appropriate staff member.
• Opening, sorting and distributing incoming correspondence, including faxes and email.
• Preparing responses to correspondence containing routine inquiries.
• Draft Demands for Discovery and Notices/Oaths of Acceptance for attorney review, as well as electronically filing these documents, including electronic service on the general attorneys.
• Prepares Notices of Appearances for new incoming case files for attorney review, and updates the case filed with guardian ad litem multi-disciplinary team assignment. The Legal Secretary may provide legal support to GAL Attorney’s, including e-Filing, drafting document shells, printing, and distributing documents, and obtaining transcripts.
• May provide additional support to the GAL Attorney’s as needed, which may include research or case investigation and interaction with personnel from state agencies and private organizations.
• Prepares weekly court dockets.
• Responsible for uploading case related documents.
• Coordinating and maintaining personnel records for staff, including pre-screening requirements for new employees.
• Preparing and documenting all payroll, leave, time keeping, benefits and performance related records for transmission to the Statewide office.
• Maintains local HR related records to support Statewide records.
• Coordinating office space, telephones, parking, office credit or purchasing cards and office keys.
• Orienting new employees on office personnel policies.
• May be asked to serve as the volunteer pre-screening coordinator.
• Coordinating and maintaining budget records for the Circuit.
• Preparing and documenting budget expenditures, purchase orders, and other financial records for transmission to the Statewide office.
• Interacting with vendors and merchants to coordinate supplies, maintenance, or repair.
• Collecting and maintaining inventory of office equipment and supplies.
• Researching, pricing and purchasing office furniture, equipment and supplies. Arranging for the repair and maintenance of office equipment.

Benefits

• State of Florida Retirement package – Pension or investment plan (3% employee contribution required)
• State group insurance coverage options, including health, life, dental, vision, and other supplemental insurance options
• Flexible spending account
• Nine paid state holidays each calendar year
• One paid personal holiday each fiscal year
• 13 paid sick leave days accrued within the calendar year
• 13 paid annual leave days accrued within the calendar year with an increase after five years
• Life insurance of $25,000 is provided by the state at no cost to you for all FTE positions. Employees may purchase additional coverage
• Public Loan Forgiveness ProgramState tuition waivers

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 1,001-5,000 employees