Administrative Support 4

Administrative Support 4 #2126

Programs Division | Legal Specialization & Education

Salary range: $36,153.14 - $36,153.14 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: Performs a variety of high level administrative and program duties related to legal specialization and education, supervisory and primary support to the Assistant Director.

Required minimum education: Bachelor's degree (proof of degree required at interview).

Required minimum professional work experience: Two (2) years of progressively responsible secretarial and/or administrative experience and one (1) year of supervisory experience.

Progressively responsible administrative and supervisory experience may substitute for the degree on a year-for-year basis. Designated by ED to represent TFB on social media platforms used and monitored by TFB.

Essential Duties and Responsibilities:

Provides comprehensive administrative support to LSE Assistant Director and Director, as needed. Assists with special projects with minimal guidance Prepares meeting request forms for annual certification examinations and exam reviews Assists with updating staff procedures manual Plans and coordinates staff meetings. Assists Division Director, Department Heads, and administrative staff in implementing bar and division policies and procedures.

Supervises, instructs, and trains program assistants and receptionists (Administrative Support 1's and PT hourly positions). Manages departmental work flow and ensures achievement of department objectives; Monitors CLE inbox and phone queue. Handles difficult calls from members of the public and membership.

Oversees office files, certification cash receipts; maintenance of machines, and inventory/purchases of office supplies. Oversees the departmental supply budget. Prepares vouchers, refund transfers, debit/credit reports and expense reports. Handles public records requests through Gov/QA. Responsible for maintaining proper status codes and accurate counts in certification logs.

Implements TFB social media strategy/plan and manages all social media platforms, including: daily monitoring (replies to comments and messages); developing content, setting a posting schedule and posting; planning and implementing promotion of social media to increase use and participation; creates and sends out Informz blasts.

Oversees production and assembly of the board certification examinations including exam packets, sign in/out forms and staff notebooks. Ensures exam supplies including signage; coordinates post exam grading process with FSU Evaluation Services. Coordinates securing sites for exam reviews; travels to exam reviews and materials are received from certification specialists timely for shipping.

Assists in processing certification applications and checking discipline records; updates certification pamphlets printing and sales; oversees department's forms inventory. Provides administrative support to LSE departmental programs: CLER; BSCR; and board certification; assists with special projects and other duties as assigned.

Serves as the Designated Staff Custodian (DSC) managing the records of the department in a manner that complies with all applicable laws, rules, and industry standards.

Knowledge of:

• Public relations techniques
• Professional administrative procedures and practices
• Use of correct spelling, punctuation and grammar usage
• Professional telephone etiquette
• Basic arithmetic
• Standard writing business formats and styles
• Filing procedures
• Adobe Acrobat
• Social Media
• Supervisory techniques

Skilled in:

• MS Word
• MS Excel
• MS Outlook
• Use of personal computer
• Use of databases
• Managing various social media accounts

Ability to:

• Learn new computer programs and databases and LSE Database
• Manage and maintain a high level of confidential information
• Communicate effectively and professionally, both verbally and in writing
• Prioritize work and coordinate multifaceted projects
• Meet deadlines
• Supervise, train and motivate staff
• Type letters, memorandums and other standard business forms in correct format
• Tactfully manage difficult situations using sound judgment and discretion
• Problem solve
• Interpret TFB policies and procedures
• Use discretion and independent judgment
• Travel

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.