ADMINISTRATIVE ASSISTANT I - 79010850 Date: Feb 3, 2025 The State Personnel System is an E-Verify employer. For more information click on our E-Verify Website (http://www.dms.myflorida.com/workforce\_operations/human\_resource\_management/for\_job\_applicants/e\_verify) . Requisition No: 845725 Agency: Business and Professional Regulations Working Title: ADMINISTRATIVE ASSISTANT I - 79010850 Pay Plan: Career Service Position Number: 79010850 Salary: $1298.46 - $1372.68 Posting Closing Date: 02/10/2025 Total Compensation Estimator Tool (https://compcalculator.myflorida.com/) OFFICE OF THE GENERAL COUNSEL ALCOHOLIC BEVERAGES AND TOBACCO LEGAL ADMINISTRATIVE ASSISTANT I - CS Position Number: 79010850 Hiring Salary: $1,298.46 - $1,372.68 biweekly ** Open Competitive ** Our Organization and Mission: License efficiently. Regulate fairly. Florida counts on DBPR to ensure a lot of important matters are handled well. They range from the safety of food service to the integrity of real estate transactions, to the transparency of condominium governance, and of course, the qualifications of licensure that ensure work requiring a skilled professional is performed safely and sufficiently. Our stakeholders include these professionals and their customers alike. Under the direction of Secretary Melanie S. Griffin, the agency oversees many of Florida’s professions and industries in the areas above, and many more which can be seen on our website: http://www.myfloridalicense.com/DBPR/ . The Alcoholic Beverages and Tobacco legal unit (ABT Legal) provides legal services and representation to the Division of Alcoholic Beverages and Tobacco within DBPR. This section prosecutes and defends administrative actions before the Division of Administrative Hearings (DOAH) and the state’s circuit courts. This section also provides legal advice, drafts legal opinions, declaratory statements, variance and waivers, assists in rulemaking, and provides bill analysis. The Work You Will Do: This position reports to the Administrative Assistant III (AAIII) and provides administrative and clerical support to assigned attorneys for the ABT Legal within the Office of the General Counsel and works under the direction of the AAIII and Chief Attorney for this work unit. Your Specific Responsibilities: + Assists attorneys by processing cases, including preparing administrative complaints, motions, and orders for filing with the Agency Clerk’s Office or forwarding for service; + Maintains and updates legal case files in OnBase and Versa: Regulation on pending court and administrative cases in an organized, comprehensive, chronological, and timely manner; + Closes cases timely by updating the department's document and case management systems including filing Final Orders and various other documents with the Agency Clerk’s Office; + Assists attorneys by drafting notices of hearing, correspondence, memoranda, and other basic legal pleadings relating to the activities of the ABT Legal Unit; + Assists attorneys with preparation of cases before the DOAH and circuit courts, including assisting with discovery requests, scheduling court reporters, and requesting service of process; + Assists with trial and hearing preparation, including collating exhibits and preparing trial notebooks or exhibit binders; + Answers incoming calls for the ABT Legal Unit, assisting callers in a courteous and professional manner, including routing calls/messages from outside counsel, licensees, complainants, and department staff as it relates to the ABT Legal Unit; + Opens, disseminates, and distributes all incoming mail for the ABT Legal Unit; + Prepares and processes outgoing mail and UPS packages; + Researches and retrieves documents to fulfill public records requests, including redacting, organizing, and maintaining electronic responses provided to internal and external customers; + Assembles materials for attorney’s use at meetings, depositions, hearings, and trials; + Accurately maintains and updates attorneys’ calendars to include appointments, hearings, meetings, and visitors. Keeps attorneys advised of scheduled appointments; + Prepares travel and accommodation arrangements for assigned attorneys, including authorizations to incur travel expenses and vouchers for reimbursement of travel expenses; + Assists with phone coverage for the main switchboard(s) for the Office of the General Counsel; + Performs other legal secretarial, administrative, or clerical duties as directed by the AAIII or as needed to ensure the success and organization of the DABT Legal Unit. + 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. 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; + Ability to recognize and act on emerging issues and shifting priorities. Minimum Requirements : + High school diploma; and + One year administrative, clerical, or legal secretarial experience; and + Working knowledge of Microsoft Office Suite. Preferred : + One year or more using Microsoft Office Suite. 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: + State of Florida retirement package: 3% employee contribution required. + Nine annual paid holidays and one personal holiday + Ability to earn up to 104 hours of paid annual leave annually as a new employee with the State of Florida + Ability to earn up to 104 hours of paid sick leave annually. + The State of Florida offers health insurance coverage (i.e. individual and family coverage) to eligible employees. + The State of Florida provides a $25,000 life insurance policy to eligible employees. + Additional supplemental insurance policies are available for dental, vision, hospital supplement, cancer, etc. + Tax deferred medical and childcare reimbursement accounts are available. + Tuition waiver program to attend an approved State of Florida College or University For additional benefit information, please visit the following website: http://www.mybenefits.myflorida.com ***Information contained in responses to Qualifying Questions concerning education, experience, knowledge, skills and/or abilities must also be disclosed on the State of Florida Employment Application. *** 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, physician assessment, 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 & 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 support 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 veteranspreference@fdva.state.fl.us. The Department of Business and Professional Regulation will only hire 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 clickinghere (http://www.dms.myflorida.com/content/download/97612/566545) . All documentation is due by the close of the vacancy announcement. Location: TALLAHASSEE, FL, US, 32399 Nearest Major Market:Tallahassee