Office Of The General Counel/Real Estate/Administrative Assistant Ii

Requisition No: 801857

Agency: Business and Professional Regulations

Working Title: OFFICE OF THE GENERAL COUNEL/REAL ESTATE/ADMINISTRATIVE ASSISTANT II - 79010567

Position Number: 79010567

Salary: Bi-Weekly $1,230.77 - $1,307.70

Posting Closing Date: 05/19/2023

ADMINISTRATIVE ASSISTANT II

OFFICE OF THE GENERAL COUNSEL

DIVISION OF REAL ESTATE LEGAL UNIT

Position Number: 79010567

Hiring Salary Range: $1,230.77 - $1,307.70 Bi-Weekly

*OPEN COMPETITIVE*

The Office of the General Counsel, Division of Real Estate (DRE) Legal Unit, is seeking a highly motivated individual who is able to follow instructions, communicate effectively, use correct grammar, prioritize work assignments, use a personal computer, establish and maintain effective working relationships with others, work independently, pay attention to detail, take initiative, and consistently meet deadlines.

Minimum Requirements:

• Two years clerical, administrative, or legal secretarial experience; and
• High School Diploma/GED; and
• Knowledge/experience of Microsoft Word, Outlook and Excel.

Position Notes:

• Employees are normally hired at the minimum of the range ($1,230.77 bi-weekly), however, this position may pay up to $1,307.70 bi-weekly based on the candidate’s experience, knowledge, skills and abilities to do the job.
• The applicant will be required to take a Skills Verification Test (SVT);
• This position will be located in Tallahassee, Florida;
• Preference will be given to those with working knowledge of OnBase, Versa:Regulation and who have legal secretarial experience.
• This advertisement may be used to fill current and future vacancies for up to six months from date of closing, including in other work units;

***ATTENTION CANDIDATES***

To be considered for a position with the Florida Department of Business and Professional Regulation:

• Resumes and other documentation can be attached to provide additional information.
• Work history, hours worked, and formal education fields must be filled out to determine qualifications for this position. Putting “see resume” does not substitute for completing all sections of the Candidate Profile.
• Responses to Qualifying Questions must be verifiable in the Candidate Profile.
• All fields in the Candidate Profile must be completed.

Duties and Responsibilities:

This is a highly responsible position that provides administrative and legal support to the attorneys of the Division of Real Estate (DRE) Legal Unit under the direction of the Administrative Assistant III.

• Prepares cases for presentation before the Florida Real Estate Commission, Florida Real Estate Appraisal Board, informal agency proceedings, and the Division of Administrative Hearings;
• Prepares outgoing mail and processes incoming mail;
• Performs other legal secretarial, administrative or clerical duties as directed by the Administrative Assistant III or as needed to ensure the success and organization of the DRE Legal Unit.
• Assists, as needed, with the processing of Escrow Disputes and Recovery Fund Claims, including communicating with brokers/buyers/sellers or claimants, processing applications or requests, and preparing for presentation before the Florida Real Estate Commission;
• Maintain positive working relationships with the Division of Real Estate (DRE), which includes board staff and investigators, other units within the Office of the General Counsel, and with the Agency Clerk’s Office.
• Performs other duties as assigned, including assisting peers or supervisors when needed or requested. This includes willingness to perform other duties that may arise and do not necessarily fall precisely within the current job description, but under related responsibilities of the office.
• Assists with phone coverage for the unit as well as for the main switchboard of the Office of the General Counsel;
• Prepare travel for assigned attorneys, including making reservations and accommodations, preparing authorizations to incur and vouchers for reimbursement;
• Assists attorneys with hearing and trial preparation by preparing exhibits and trial binders;
• Tracks, updates and maintains cases in the department’s document and case management systems and ensures cases are kept in an organized and comprehensive manner;
• Provides back-up support to the Administrative Assistant III during periods of absence or peak workload;
• Maintains accurate schedules and calendars for assigned attorneys, scheduling meetings and appointments and keeping attorneys apprised of upcoming meetings and deadlines;
• Prepares and maintains highly complex legal documents and correspondence, including drafting correspondence/motions/notices/orders/affidavits;

Knowledge, Skills & Abilities:

• Ability to establish and maintain effective working relationships;
• Ability to work independently;
• Ability to prepare correspondence and administrative reports;
• Knowledge of law and legal procedures;
• Knowledge of office procedures and practices;
• Ability to recognize and act on emerging issues and shifting priorities.
• Ability to utilize problem solving techniques;
• Ability to multi-task;
• Ability to plan, organize and coordinate work assignments
• Knowledge of Microsoft Office Suite, specifically Word and Outlook;
• Knowledge of methods of data collections;
• Ability to effectively communicate verbally and in writing;

You will be evaluated for this job based on your previous knowledge and experience. Additional reviews may be performed to screen for preferred qualifications, experience and education. Your qualifications will be based on knowledge, skills, and abilities and other elements relevant to this position supported by the information in your application. Qualifying questions will only be credited if verifiable by the information provided on your application including specifically required software/computer skills. You may be contacted to participate in a selection process which may consist of written exercises, work samples, skills tests, and in-person interviews. You may be notified by email to participate in a selection process. Failure to reply within a designated timeframe may exclude you from further consideration.

Applicant Note: If you are the selected candidate for this position and hold a current license through the Florida Department of Business & Professional Regulation, you may be required to place your license in an inactive status.

NOTE: This position requires a security background check and/or drug screening and participation in direct deposit. You will be required to provide your Social Security Number (SSN) and date of birth in order to conduct this background check.

Applicants are required to apply through the People First system by the closing date, by applying online. All required documentation must be received by the closing date of the advertisement. If you have any questions regarding your application, you may call 1-877-562-7287.

The Florida Department of Business and Professional Regulation is committed

to increasing recruitment and hiring of individuals with disabilities and

improving employment outcomes.

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must contact the DBPR Human Resources (HR) Office at (850) 487-2074. DBPR requests applicants notify HR in advance to allow sufficient time to provide the accommodation.

SPECIAL REMINDERS:

Male applicants born on or after October 1, 1962, will not be eligible for hire or promotion unless they are registered with the Selective Services System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS. For more information, please visit the SSS website: http://www.sss.gov .

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 Florida Department of Business & Professional Regulation values the sacrifices
veterans and their family members have given to our country and supports
the hiring of returning service members and military spouses.

A candidate for veterans’ preference who believes he or she was not afforded employment preference may file a complaint in accordance with Rule 55A-7.016, F.A.C., with the Florida Department of Veterans’ Affairs, Veterans’ Preference Coordinator, 11351 Ulmerton Road, Suite 311, Largo, FL, 33778 . The Department of Veterans’ Affairs has also established an email where people can electronically file claims or ask questions. The email is [email protected]

We hire only U. S. citizens and lawfully authorized alien workers. Our agency participates in the E-Verify System which is a federal government electronic database available for employers to use to verify the identity and employment eligibility of all persons hired to work in the United States.

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.