ADMINISTRATIVE ASSISTANT I

Administrative Assistant I

Our organization and mission: License efficiently. Regulate fairly. Florida counts on the Department of Business and Professional Regulation (DBPR) to ensure important matters are handled well. Responsibilities range from ensuring the safety of food service, maintaining the integrity of real estate transactions, furthering the transparency of condominium governance, and overseeing the qualifications of licensure that ensure work requiring a skilled professional is performed safely and sufficiently. DBPR's stakeholders include these professionals and their customers alike.

The work you will do: This position provides administrative and clerical support to the attorneys for the Division of Professions Legal Unit within the Office of the General Counsel and works under the direction of Administrative Assistant III for this unit. Your specific responsibilities include maintaining and updating legal case files on pending court and administrative cases in an organized, comprehensive, chronological, and timely manner; opening and monitoring new cases in the document and case management systems; tracking and updating assigned attorney's cases in the department's case management systems, including closing cases and final order indexing; preparing cases for Board meeting presentation and probable cause meetings; scheduling court reporters; preparing work authorizations and hearing notifications; closing cases as directed by assigned attorneys; preparing and scheduling travel arrangements and vouchers for reimbursement; maintaining assigned attorney calendars, scheduling deadlines, meetings, appointments, and hearings; keeping the attorney apprised of upcoming meetings, deadlines, and hearings; and performing other general office duties as required.

Knowledge, skills, and abilities: Knowledge of Microsoft Office Suite, specifically Word and Outlook; ability to use available technology to perform duties including computer software, hardware, and data systems; ability to understand and apply laws, rules, regulations, policies, and procedures; ability to maintain legal case files; knowledge of office procedures and practice; knowledge of methods of data collection; ability to effectively communicate verbally and in writing; ability to prepare correspondence and administrative reports; ability to utilize problem solving techniques; ability to establish and maintain effective working relationships; ability to multi-task; ability to work independently; ability to plan, organize, and coordinate work assignments; and ability to recognize and act on emerging issues and shifting priorities.

Minimum requirements: High school diploma or equivalent; and minimum of one year administrative, clerical, or legal secretarial experience; and working knowledge of Microsoft Word and Outlook. Preferred: Preference will be given to individuals with administrative and/or legal secretarial experience.