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Posted: Saturday, February 17, 2018 8:03 PM

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Requisition No:30780

Agency: Office of the Attorney General

Working Title: ADMINISTRATIVE SECRETARY - 41001003

Position Number:41001003

Salary: $23,454 - $28,000

Posting Closing Date: 03/05/2018

INTRODUCTORY STATEMENT: The Office of the Attorney General, Department of Legal Affairs (OAG) is a pre-eminent, constitutional office, which serves as the chief lawyer to all state agencies and provides legal protections for Floridians against fraud and through the enforcement of the states laws. The OAG, is a cabinet agency in the executive branch of Florida state government.

IMPORTANT NOTICE: To be considered for the position all applicants must:

Submit a complete and accurate application profile necessary for qualifying, such as dates of service, reason for leaving, etc. In addition, all applicants must ensure all employment and/or detailed information about work experience is listed on your application (including military service, self-employment, job-related volunteer work, internships, part-time employment, etc.) and that gaps in employment are explained. Applicants who do not provide all information necessary to qualify, will not be considered for this position.

Verify that applicant responses to qualifying questions are verifiable by skills and/or experience stated on the employment application and/or resume. Applicants who do not respond to the qualifying questions will not be considered for this position.

The elements of the selection process may include a skill assessment exercise.

Current and future vacancies may be filled from this advertisement for a period of up to six months. Following the six-month period, a new application must be submitted to an open advertisement to be considered for that vacancy.

OAG employees are paid biweekly. All state employees are required to participate in the direct deposit program pursuant to s. 110.113 Florida Statutes.


Three years of secretarial or clerical work experience; or possession of a Certified Professional Secretary Certificate.

College education from an accredited institution can substitute at the rate of 30 semester or 45 quarter hours for each year of the required work experience.

Vocational/technical training in an area of secretarial science or office/business studies can substitute at the rate of 720 classroom hours for each year of the required work experience.

A high school diploma or its equivalent can substitute for one year of the required work experience.


An Administrative Secretary is responsible for a variety of administrative and secretarial functions in the area of dependency for the Department of Children and Families (DCF), pursuant to the contract between the agency and DCF, and at the direction of a paralegal, staff assistant, administrative assistant, an attorney, supervising attorney and/or a Special Counsel, and/or a bureau Chief. This includes administratively supporting the bureau in legal representation to DCF as well as any Community Based Care provider and Sheriffs Office that contracts with DCF, in all aspects of dependency law. All legal representation is provided in a manner that promotes justice and ensures the health and safety of children and the integrity of families.

Administrative secretaries at CLS can be assigned to a variety of duty stations within the bureau, to include, but not limited to the reception area, file room, appellate section, dependency division sections, and management support. Administrative secretaries may be cross trained and their primary and secondary duties may be evaluated at any time and assignment is based on the needs of the bureau.

This position requires the ability to push or pull at least 75 pounds and the ability to lift at least 25 pounds.

Responsibilities include but are not limited to:

Maintaining and overseeing maintenance of case tracking systems(s). Organizing and maintaining case files, court calendars, and litigation timetables in the form and manner directed.

Preparing in a timely manner documentation and correspondence, including but not limited to: letters, memoranda, legal pleadings, logs, notices and filings, as well as technical reports. Timely is defined as completing the tasks assigned in no later than three (3) business days unless a more specific time frame is requested by the Attorney. The time frame designated by the attorney will be the controlling factor as it relates to the term timely.

Copying, sorting , filing, scanning, mailing and retrieving legal documents and files in both paper and electronic format. Creating and organizing legal files, to include electronic files and correspondence.

Maintaining attorney dockets, appointment calendars and schedules. Coordinating hearings, meetings and depositions. Running errands and making deliveries, including, but not limited to the courthouse.

Answering and screenings telephone calls, taking accurate messages and routing appropriately. Receiving, reviewing, distributing and metering mail and fax transmissions.

Ordering and inventorying office supplies, equipment and services; handling finance and purchasing records; arranging travel and related paperwork and purchasing orders and contracts.

Maintaining and organizing file room, closing and archiving files and docket processing.

Performing special projects and other duties as assigned or requested.

VETERAN RECRUITMENT STATEMENT: The OAG values the service provided by veterans and their families and supports the hiring of returning service members and military spouses. Applicants eligible for veterans' preference will receive preference in employment and are encouraged to apply, pursuant to chapter 295, Florida statutes. However, applicants claiming veterans' preference must attach supporting documentation with each application submission that includes character of service (for example, dd form214 member copy #4) along with any other documentation as required by rule 55a-7, Florida administrative code. All documentation is due by the closing date of the vacancy announcement. For information on the supporting documentation required, click here . If you have trouble attaching the documentation, contact our HR office at 850-414-3900.

PERSONS WITH DISABILITY/ADA STATEMENT: The OAG supports the employment of individuals with disabilities and encourages them to seek employment within our agency. If you need an accommodation because of a disability, as defined by the Americans with Disabilities Act, in order to participate in the application process, please notify the people first service center at 877-562-7287. If you need accommodation during the selection process, please notify the hiring authority in advance to allow sufficient time to provide the accommodation.

CRIMINAL BACKGROUND CHECKS/ DRUG FREE WORKPLACE: All OAG positions are "sensitive or special trust" and require favorable results on a background investigation including fingerprinting, pursuant to s. 110.1127(2)(a), F.S. The State of Florida supports a Drug-Free Workplace, all employees are subject to reasonable suspicion or other drug testing in accordance with section 112.0455, F.S., Drug-Free Workplace Act.

E-VERIFY STATEMENT: The Office of the Attorney General participates in the u.s. governments employment eligibility verification program (e-verify). E-verify is a program that el

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