Location: Tallahassee, FL
Company: State Of Florida
OF AGRICULTURE AND CONSUMER SERVICES DIVISION OF LICENSING STATE PERSONNEL SYSTEM OPPORTUNITY— ONLY CURRENT STATE PERSONNEL SYSTEM EMPLOYEES WILL BE CONSIDERED.
CONTACT: Susana Yglesias (850) 245-xyz X MINIMUM REQUIREMENTS: A bachelor's degree from an accredited college or university and two (2) years of administrative experience.
A master's degree from an accredited college or university can substitute for one year of the required experience. Administrative or clerical experience can substitute on a year-for-year basis for the required college education. An equivalent combination of education and experience which equals six (6) years can substitute for the above requirements.
ATTENTION CANDIDATES To be considered for a position with the Florida Department of Agriculture and Consumer Services: All fields in the Candidate Profile must be completed (an attached resume is not a substitution for the information required on the candidate profile).
Work history, duties and responsibilities, hours worked, supervisor, and formal education fields, etc. must be filled out to determine qualifications for this position. Responses to Qualifying Questions must be verifiable in the Candidate Profile. The Florida Department of Agriculture and Consumer Services values and supports employment of individuals with disabilities. Qualified individuals with disabilities are encouraged
to apply. NOTES: Successful applicant must pass a background screening, including fingerprinting, as a condition of employment.
JOB DUTIES: The work of the Administrative Assistant is performed in a confidential environment where communications frequently concern complex, sensitive and urgent division matters. A high degree of independence, responsibility, initiative, planning and goal setting on general directions, effective analytical and problem-solving skills, and an ability to manage complex tasks are required. The Administrative Assistant must have strong computer skills, including Microsoft Word and Excel. Procurement of services and vendor relations: Interprets applicable policies, procedures, rules, and statutes.
Maintains the Service queue in the legal support section by reviewing each legal case referred for service of administrative actions and ensures the correct service request is processed. Initiates and tracks written requests for services to approved vendors such as process servers, newspapers and court reporters. Maintains accurate documentation relating to each service request in the legal case file and updates journal entries as appropriate to indicate the status of the service request. Inspects vendor work products for compliance with procurement requirements, verifies accuracy in every case served or published, and promptly requests corrections as needed.
Oversees the management of the Legal Section’s purchase order contracts. Tracks expenditures, recommends and processes requests to increase purchase order funds. Processes payments to vendors by either preparing a Summary of Contractual Services Agreement or paying via state issued P-Card. Maintains current and past years’ vendor records, proofs of service and accounting of all payments processed for each vendor. Maintains vendor lists by type of vendor, current contact information, counties served and pricing.
Prepares end of fiscal year certification encumbrances report by evaluating outstanding jobs and calculating required funds to cover payment. Conducts research of new vendors as required, initiates contact with vendors and establishes new vendor relationships. As point of contact for all vendors, handles communications in writing and telephonically answers questions and requests information. General Office Administrative: Maintains the Legal Law Library. Orders books, recycles old books, ensures the library is organized and kept current.
Assists in the scheduling and coordination of bureau meetings. Prepares materials for attorney meetings. This includes retrieval of documents, formatting into one PDF document, creating an index, adding bookmarks and other related duties. Assists during meetings by operating computer equipment, taking minutes and/or modifying document content live during working meetings. Reviews and distributes legal mail and other materials and maintains files. Maintains the office calendar: adding requests for leave and scheduling/updating Bureau meeting requests. Provides P-Card and notary services for the bureau.
Directs purchasing for office supplies and ensures that supply closet remains organized and stocked. Maintains organization of general office areas including vacant workstations. Assists with audits of Bureau records. Recommends and processes the disposition of records in accordance with record retention schedule. Assists with the development and maintenance of the bureau’s Standard Operating Procedures. Performs periodic audits/reviews of the procedures to ensure all processes are documented. Provides oversight of bureau templates by reviewing and advising senior team members regarding needed changes.
Assists in designing and implementing new templates, and in implementing approved template changes. Assists bureau staff with technical support including advanced Word document templates and functions. Makes travel arrangements; completes travel expenditure forms. Answers and directs telephone inquiries. Answers and screens telephone calls for attorneys. Procures and organizes statistical records as requested by supervisor. Deputy Agency Clerk and Final Order related functions: Conducts division deputy agency clerk functions relating to filing of final orders. Prepares certificates of filing and service for final orders issued from a Stipulation and Settlement Agreement.
Procures monthly list of issued final orders by the division. Formats and edits the list in an Excel spreadsheet, applying formatting formulas, retrieves and documents supporting data from related databases and produces a final report. Maintains an accurate electronic listing of all final orders issued by type. Prepares statutory required reports for publication to the division newsletter published online 2-4 times per year. Conducts monthly retrieval of all final order documents, reformats to PDF, redacts according to applicable public record exemption law and uploads the final orders to the Division of Administrative Hearings (DOAH) website.
Legal Assistant back up: Initiates responses to routine correspondences and prepares legal letters and orders at the direction of legal staff. Serves as backup for the review of incoming documentation relating to legal matters and determines the next action(s) required. Initiates requests for court document to other agencies and tracks responses. Assists with the preparation of Record on Appeal or other case records as required. Bilingual employees who are able may be asked to assist in translations as needed.
Perform other related duties as assigned. KNOWLEDGE, SKILLS AND ABILITIES: Ability to handle multiple accounts payable. Ability to manage priorities and deadliness. Advanced knowledge of Microsoft Office Suite or ability to master new software applications in minimum time. Ability to coordinate and manage work projects. Ability to initiate and oversee independent projects. Ability to review data for accuracy and completeness. Ability to conduct independent research. Ability to follow detailed directions. Ability to establish and maintain effective working relationships with others.
Ability to effectively work with and support senior members and management team. Ability to compose letters, emails and other communications. The Benefits of Working for the State of Florida Working for the State of Florida is more than a paycheck. The State’s total compensation package for employees features a highly competitive set of employee benefits including: 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 (For more information, please visit ; ) Flexible Spending Accounts; Tuition waivers; And more!
For a complete list of benefits, visit www. mybenefits.. For an estimate of the total compensation package for this position, please visit the “Total Compensation Estimator Tool” located above under the “Posting Closing Date. ” SPECIAL NOTES: The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace. 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 -xyz X).
Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation. 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. VETERANS’ PREFERENCE. Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans’ Preference will receive preference in employment for Career Service vacancies and are encouraged to apply.
Certain service members may be eligible to receive waivers for postsecondary educational requirements. Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code. Veterans’ Preference documentation requirements are available by clicking here. All documentation is due by the close of the vacancy announcement.
Administrative/Clerical jobs encompass a range of roles within organizations that are pivotal for maintaining efficient office operations. These positions often involve tasks such as data entry, phone handling, filing, scheduling, and supporting other staff. Individuals in these roles typically possess strong organizational skills, attention to detail, and the ability to multitask. They serve as the backbone of a company’s daily functions, ensuring that information is managed effectively and communication channels are kept open. With the rise of technology, many administrative/clerical workers are also adept at using various software to streamline office processes.
Administrative/Clerical jobs encompass a range of roles within organizations that are pivotal for maintaining efficient office operations. These positions often involve tasks such as data entry, phone handling, filing, scheduling, and supporting other staff. Individuals in these roles typically possess strong organizational skills, attention to detail, and the ability to multitask. They serve as the backbone of a company’s daily functions, ensuring that information is managed effectively and communication channels are kept open. With the rise of technology, many administrative/clerical workers are also adept at using various software to streamline office processes.
Administrative/clerical jobs involve a range of office support and secretarial roles that are crucial to the smooth operation of any business or organization. These positions typically include tasks such as data entry, managing correspondence, scheduling appointments, answering phones, and maintaining files. Employees in these roles must be organized, proficient in various office software, possess strong communication skills, and be capable of multitasking. Key traits for success in administrative and clerical jobs include attention to detail, reliability, and the ability to work both independently and as part of a team. These roles often serve as the backbone of a company, ensuring efficient workflow and supporting other departments.
Administrative and clerical jobs encompass a range of office-based roles that are essential for the smooth functioning of organizations. These positions often involve tasks such as data entry, managing correspondence, scheduling appointments, and maintaining records. Key features of administrative/clerical jobs include strong organizational skills, attention to detail, and proficiency in office software. Employees in this field are typically great communicators and are able to multitask effectively in a fast-paced environment. Though duties can be diverse, they all contribute to the administrative support structure of a business.
