ADMINISTRATIVE ASSISTANT II - 43000676 (Office of Insurance Regulation)

State of Florida
 Tallahassee, FL

Requisition No:702724

Agency: Financial Services

Working Title: ADMINISTRATIVE ASSISTANT II - 43000676 (Office of Insurance Regulation)

Position Number:43000676

Salary: $34,000.00 - $43,000.00 (commensurate with experience)

Posting Closing Date: 08/08/2022

*****OPENCOMPETITIVE EMPLOYMENT OPPORTUNITY*****

OFFICE OF INSURANCE REGULATION

BUREAU: LEGAL SERVICES

CITY:TALLAHASSEE

COUNTY: LEON

SPECIAL NOTES:

Preference will be given to candidates with the following:

  • Experience working in a legal services office for a state agency.
  • Experience using legal case tracking systems.
  • Secretarial or administrative assistant experience.
  • Experience organizing, editing, proof reading, or compiling documents.
  • Experience answering and directing telephone calls.
  • Experience scheduling meetings, maintaining calendars, or coordinating events.
  • Experience in maintaining files.

Knowledge of computers and experience with Microsoft Word, Outlook, and Excel is required.

Applicants may be required to take a work sample.

Salary will be commensurate with experience. The anticipated salary range is: $34,000.00 to $43,000.00 annually.

This position requires a security background check, including fingerprint as a condition of employment.

Employees of the Department of Financial Services are paid on a monthly pay cycle.

Responses to qualifying questions must be clearly supported by the state application and any omission, falsification or misrepresentation in the answering of the qualifying questions will be cause for immediate elimination from the selection process.

Minimum Qualifications for this position include the following REQUIRED ENTRY LEVEL KNOWLEDGE, SKILLS AND ABILITIES:

  • Knowledge of office procedures and practices.
  • Knowledge of basic arithmetic.
  • Ability to understand and apply applicable rules, regulations, policies, and procedures.
  • Ability to deal with the public in a tactful and courteous manner.
  • Ability to work independently.
  • Ability to utilize problem-solving techniques.
  • Ability to plan, organize, and coordinate work assignments.
  • Ability to communicate professionally and effectively, both verbally and in writing.
  • Ability to establish and maintain effective working relationships with others.
  • Ability to conduct fact-finding interviews.
  • Ability to comprehend and interpret information.
  • Ability to record information accurately.
  • Ability to draft correspondence and other documents as directed by attorney.
  • Ability to set up and maintain legal files.
  • Ability to use correct spelling, punctuation, and grammar
  • Knowledge of computers and experience with Microsoft Word, Outlook, and Excel.
  • Ability to proofread and verify accuracy documents

BRIEF DESCRIPTION OF DUTIES:

The primary work duties and responsibilities for this position are to:

  • Assist any Agency attorney tasked with rule assignments to ensure compliance with all Administrative Procedures Act (APA) deadlines and administrative support, such as drafting and editing of rule promulgation documents, scheduling rule workshops and hearings, and any document or data compilation for hearing preparation.
  • Assist in conducting daily administrative activities for attorneys including, but not limited to: answering telephone calls; preparing and transmitting correspondence; maintaining calendars; scheduling appointments, conference rooms, and conference calls; processing orders; tracking company payments; making travel arrangements and preparing related documents. Create, organize, and maintain case files; update case calendars and timetables; and ensure case file is updated in the Legal tracking system. Prepare standard-language legal documents for attorney's signature from basic information provided by attorney. Make arrangements for meetings and hearings including space, time, and place; provides participants with background information as directed by the attorney. Arrange for court reporters and service of process and/or publications and processes any related invoices.
  • Assist the Agency Public Records Clerk with tasks including: receiving and processing public records requests; serving as liaison between the requester and the relevant Office business unit(s); assisting the business unit review and prepare records for release; preparing and monitoring invoices; advising the Public Records Office Supervisor of current and potential issues related to requests; assist with retention, storage, and disposition of office records.

Additional work duties and responsibilities are to:

  • Serves as backup to other office support staff on as-needed basis.
  • Provides litigation support; prepares trial notebooks and exhibits; prepares data compilations as needed; examines documents to assure accuracy, completeness, and conformity to judicial rules of court.

Performs related work as required

If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be canceled, suspended or deemed ineligible depending upon the date of your retirement.

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 (1-866-663-4735). 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.

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