Senior Legal Assistant - 64007071

State of Florida • Tallahassee, FL

9d • Onsite

About The Position

This position performs complex tasks customarily performed by a Senior Legal Assistant in a private sector law firm. This position provides direct support to the Chief Legal Counsel and several Senior Attorneys for the Office of Medical Marijuana Use Section. The workload for this Senior Legal Assistant consists of preparing all the documentation necessary in getting ready for trials or hearings and preparation of trial notebooks. This position is responsible for conducting research for the attorneys, drafting correspondence for the attorneys’ signature, drafting complaints, motions, responses, subpoenas and pleadings for the attorneys’ review and signature. This position includes preparation of exhibits, files and notebooks for trials or hearings; review of agenda material for meetings; drafting of pleadings, assisting in discovery, and preparing status reports. Prepares notices, complaints, motions, responses, subpoenas, and pleadings for the attorneys' review and signature. Reviews case files and provides recommendations as necessary to the attorneys. This involves independent thinking and knowledge of the legal field. The position also includes research of case law, legislative histories, database searches, and any other types of legal research which may be necessary in Westlaw, Florida Statutes, or any other available resource. This includes tracking of rules, legislation, and administrative issues. Maintains files and records of office correspondence, documents, public records requests, rules, and other materials related to the work of the Office of Medical Marijuana Use. Files must be complete and contain all appropriate records and documents pertaining to cases. Documents and records are docketed and attached in the file in an orderly fashion and retrieved in a timely manner. Handles correspondence from the public, private attorneys, and other governmental agencies as necessary. All typing of correspondence, reports and documents must be proofread for spelling and grammatical errors. Work product is completed by assigned due date. Copies are forwarded to appropriate parties in a timely manner. Schedules appointments, meetings, and hearing dates. Arranges for court reporters at depositions and hearings as necessary. Attends meetings and hearings as requested by the attorneys. Answers phones as necessary. Incoming calls are answered promptly. Tact and diplomacy are used in taking calls. Messages are accurate and contain the date, time, name of person calling, return phone number, and reason for the call to include any applicable case name and number. Assists the Office of Medical Marijuana Use legal team by tracking all assignments related to Variances, Notices of Violations, and other pending tasks, which includes keeping an updated list and keeping all folders up to date. Communicates with other attorneys, assistants, and clients about hearings, trials, and appeals. Makes note of relevant documents that are delivered to agency clerk, clients, courts and other attorneys who need to be informed. Performs other duties as assigned including assisting other support staff and other attorneys.

Requirements

• 2 to 5 years of experience as a Legal Assistant
• Knowledge of Microsoft Office software
• Ability to work independently
• Ability to plan, organize, and coordinate work assignments
• Ability to establish and maintain effective working relationships
• Ability to communicate effectively
• Ability to learn and communicate effectively, orally and in writing, in English.

Nice To Haves

• Experience performing complex tasks customarily performed by a Senior Legal Assistant in a private sector law firm.
• Experience providing direct support to the Chief Legal Counsel and several Senior Attorneys.
• Experience with legal research in Westlaw, Florida Statutes, or other available resources.
• Experience tracking rules, legislation, and administrative issues.
• Experience maintaining complete and orderly files and records.
• Experience handling correspondence from the public, private attorneys, and other governmental agencies.
• Experience proofreading for spelling and grammatical errors.
• Experience scheduling appointments, meetings, and hearing dates.
• Experience arranging for court reporters at depositions and hearings.
• Experience attending meetings and hearings.
• Experience answering phones with tact and diplomacy.
• Experience tracking assignments related to Variances, Notices of Violations, and other pending tasks.
• Experience communicating with other attorneys, assistants, and clients about hearings, trials, and appeals.
• Experience noting relevant documents delivered to agency clerk, clients, courts, and other attorneys.
• Experience performing other duties as assigned.

Responsibilities

• Preparing all documentation necessary for trials or hearings and preparation of trial notebooks.
• Conducting research for attorneys.
• Drafting correspondence for attorneys’ signature.
• Drafting complaints, motions, responses, subpoenas, and pleadings for attorneys’ review and signature.
• Preparing exhibits, files, and notebooks for trials or hearings.
• Reviewing agenda material for meetings.
• Assisting in discovery.
• Preparing status reports.
• Reviewing case files and providing recommendations to attorneys.
• Researching case law, legislative histories, and database searches using Westlaw, Florida Statutes, or other resources.
• Tracking rules, legislation, and administrative issues.
• Maintaining files and records of office correspondence, documents, public records requests, rules, and other materials.
• Handling correspondence from the public, private attorneys, and other governmental agencies.
• Proofreading all typing of correspondence, reports, and documents for spelling and grammatical errors.
• Scheduling appointments, meetings, and hearing dates.
• Arranging for court reporters at depositions and hearings.
• Attending meetings and hearings as requested by attorneys.
• Answering phones promptly and with tact and diplomacy.
• Tracking all assignments related to Variances, Notices of Violations, and other pending tasks.
• Communicating with other attorneys, assistants, and clients about hearings, trials, and appeals.
• Noting relevant documents delivered to agency clerk, clients, courts, and other attorneys.
• Performing other duties as assigned, including assisting other support staff and attorneys.

Benefits

• Annual and Sick Leave benefits
• Nine paid holidays and one Personal Holiday each year
• State Group Insurance coverage options, including health, life, dental, vision, and other supplemental insurance options
• Retirement plan options, including employer contributions
• Flexible Spending Accounts
• Tuition waivers

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: No Education Listed