Administrative Support 4

About the role

Provides high level administrative and office management support to Division Director, Legal Administrator and Staff Counsel.

Responsibilities

• Screens and refers calls to Division Director, Legal Administrator, Staff Counsel, or other appropriate staff.
• Affords assistance with travel arrangements, authorizations, and expense reports for all travel out of the Division Director's office, to include Staff Counsel.
• Prepares and submits vouchers for various administrative expenses.
• Covers meeting schedules and appointments.
• Assists with oversight and administration of Division Director/HQ office workflows.
• Prepares, reviews, and updates various documents for the Legal Division/HQ office.
• Handles phone, email, and mail-in inquiries from the public, regulatory agencies, and members of the Bar including but not limited to providing information about members' discipline histories and other lawyer regulation functions.
• Processes public records requests (PRRs) for the Legal Division/HQ office.
• Oversees the assignment of PRRs for the Legal Division/HQ office.
• Processes inventory lawyer designation forms and updates the information in Salesforce.
• Backs up for Salesforce maintenance of the Grievance Committee web information.
• Trains the Administrative Support personnel and serves as backup for reception position.
• Performs other duties as assigned.

Requirements

• Required minimum education: Bachelor's Degree (proof required at interview).
• Required minimum professional work experience: Two (2) years of progressively responsible office administrative experience.

Qualifications

• Knowledge: - Administrative principles and procedures - Public Record Policies retention - MS Excel, MS Word, Outlook, Adobe Acrobat Pro, and other similar PC based applications - Correct spelling, punctuation, and grammar usage
• Skills: - Professional telephone etiquette - Office procedures and practices - MS Excel - MS Word - Adobe Acrobat Pro - Outlook - PowerPoint - Database Input - Use of various office equipment/machines
• Abilities: - Interpret TFB policies and procedures - Create ADA compliant forms and documents using Adobe - Pay attention to detail - Handle multiple tasks - Communicate effectively and professionally with all members of the public and of The Florida Bar, both verbally and in writing - Establish and maintain effective working relationships with others - Tactfully manage complex situations - Organize and prioritize work - Manage and maintain a high level of confidentiality - Follow written and oral instructions - Learn The Rules Regulating TFB; standing board policies; legal division policies and procedures - Demonstrate initiative individually and in group projects - Think logically and effectively problem solve - Consistently provide an excellent service-oriented attitude - Use discretion and independent judgment

Benefits

Employees of The Florida Bar are eligible to apply for the Public Service Loan Forgiveness Program (PSLF).