Administrative Assistant Jobs in Raleigh, FL

About The Position

Requirements

• Three years of administrative office experience in a legal or judicial setting; or an associate’s degree (or equivalent) with significant administrative support experience; or a bachelor’s degree; or an equivalent combination of education and experience.
• Knowledge of and skillful proficiency in Microsoft Office Suite, including Excel, PowerPoint, Word, and Outlook; Adobe Acrobat; SharePoint; DocuWare; CMS; ARS; PACFile; UJS Portal; Webex; internet browsers; and other basic or proprietary computer applications.
• Knowledge of and skill operating telephone systems.
• Proficiency in typing and other clerical and administrative functions.
• Ability to maintain confidentiality.
• Ability to express ideas effectively, orally and in writing.
• Ability to remain composed during difficult circumstances, particularly in conversations with attorneys and the general public.
• Ability to establish and maintain effective working relationships with outside third parties, supervisors, and fellow employees.

Responsibilities

• Answer, document, and respond to telephone calls, voicemails, and emails, routing them to the appropriate party when necessary.
• Open and stamp incoming mail; track, log, and scan pleadings and correspondence; and distribute mail to the appropriate parties.
• Send outgoing correspondence concerning pending proceedings after review by the appropriate party.
• Generate form letters distributing pleadings, reports, orders, scheduling notifications, and other official correspondence.
• Respond to inquiries about disciplinary or reinstatement cases after consulting the appropriate party.
• File approved documents with the Supreme Court through PACFile and download, log, track, and maintain documents filed by outside parties or respondents/petitioners.
• Open new Petitions for Reinstatement, track case progress, and route cases to Board Members for review on a rotating basis after no-objection letters are received from ODC.
• Respond to written and verbal requests for reinstatement information and send reinstatement packets upon request.
• Review, accept, and distribute transcripts from court reporters for hearings and other transcribed Board activities.
• Track activity in CMS for cases assigned a DB number, submit discipline to Attorney Registration for posting in the Attorney Registration System, and close cases appropriately.
• Store case documents in DocuWare and promptly index all fields so appropriate parties can review them.
• Post Disciplinary Board Reports on the Supreme Court’s website.
• Maintain and update the inventory of closed case files, including sending second notices to non-compliant attorneys, closing open files, and purging documents from cases more than 10 years old.
• Format letters and Board Reports for distribution to designated recipients at a superior’s request.
• Draft documents and post cases to the Board’s SharePoint site in preparation for Board meetings.
• Prepare and assemble Board Meeting and Committee Meeting packets and attend events as necessary.
• Perform the duties of the Board Prothonotary or Hearing Coordinator in their absence.
• Assist the Attorney Registration Office, particularly during the annual registration period.
• Draft PowerPoint presentations for staff, hearing committee members, and Board members.
• Assist with special projects and perform other related duties as required or assigned.