Administrative Support 3

Administrative Support 3 #2190

Programs Division | Professional Development

Salary range: $34,431.56 - $39,596.29 with an excellent benefits package including employer paid pension contribution | Employees of The Florida Bar are eligible to apply for the Public Service Loan Forgiveness Program (PSLF).

Summary function: Provides administrative support to Program Administrators, Assistant Program Administrator, and others as directed by the Director of Professional Development; serves as support staff and database maintenance.

Required minimum education: High school diploma (or its equivalency).

Required minimum professional work experience: Five (5) years of progressively responsible office administrative experience. Appropriate degree may substitute for the experience on a year-for-year basis.

Essential Duties and Responsibilities:

Provides course material for seminars and webinars; sends appropriate CLE course material links to recipients who have ordered CD's and DVD's; sets up EC database records in the electronic course material for disbursement to attendees; prepares Power Point presentations for webcast use; monitors webcasts for quality; loads PPT files via FTP site.

Prepares meeting notices, seminar speaker and new section member information packets, payment vouchers for speaker travel reimbursement, name tags, agenda materials and registration packets for meetings. Make copies or scan materials as needed. Updates section/committee membership lists. Retrieves, delivers, and distributes all outgoing and incoming mail and other related duties as required.

Prepares section activities registration lists by setting up and maintaining Excel spreadsheets, correlate fees paid with after-event attendee list as follow up using detailed statements of attendee information.

As directed by the Director of Professional Development, the incumbent will assist Program Administrators with basic Program Administrator duties during periods of turnover, transition, or when Program Administrators need assistance due to heavy workloads.

As directed by the Director of Professional Development, the incumbent will conduct special projects, addressing specific goals to improve the department's operations, as well as developing more efficient processes and systems in the department.

Serves as the primary records retention custodian.

Represents Program Administrators in their absence in regard to phone inquiries and serves as a registrar at registration desk for live seminars; represents TFB and interacts with members with general TFB inquiries and CLE/Section specific events.

Assists with department vouchers and accounting duties processes; answers member inquiries verbally and written through PD requests (PA administrative support) with Section information, PDF attachments or links to the Section or TFB webpage. Other duties as assigned.

Knowledge of:

• General office procedures and equipment (PC's, fax and copy machines, etc.)
• Administrative procedures and professional office procedures and practices
• Administrative principles and procedures
• Professional telephone and email etiquette
• Adobe Acrobat
• Basic arithmetic and calculator use

Skilled in:

• MS Word
• MS Excel
• MS PowerPoint
• PDF documents management
• E-mail database use

Ability to:

• Communicate effectively and professionally, both verbally and in writing
• Establish and maintain effective working relationships with others
• Prioritize work, plan, organize/coordinate work assignments
• Handle multiple on-going projects
• Work well under pressure and within deadlines
• Tactfully manage difficult situations, deal with upset or irate phone callers
• Consistently provide an excellent service-oriented attitude
• Effectively problem solve
• Create forms and documents using Adobe
• Travel
• Use PC and all general office equipment, e.g. copiers, scanners, etc.
• Lift 5 to 10 lbs.
• Sit for long periods of time, hear and converse over the telephone, and key/work frequently on a computer

Please notify HR, in advance, if you need reasonable accommodations to participate in the employment process.

EOE. This organization participates in E-Verify. Position is open until filled. Non-Exempt position.

This position is in Tallahassee, Florida and is not a remote position.