Administrative Associate

Location
Tallahassee, FL
Posted
Apr 11, 2018
Institution Type
Four-Year Institution


Job ID: 43324

Full/Part Time: Full-Time

Regular/Temporary: Regular

Apply On Or Before: 04/20/2018



Department

Office of the General Counsel

Responsibilities

This is a highly responsible position with a primary focus on performance of detailed legal and administrative support assisting the General Counsel, Deputy General Counsel, Associate General Counsels and support staff. This position serves as the first point of contact for the Office of the General Counsel. Works extensively in OMNI using the Financial modules of Purchasing, as well as Human Resources and Travel when needed, with accuracy and a minimum of oversight. Assists in researching, coordinating and processing all purchasing needs of the office with staff, University personnel and Suppliers, including office supplies, furniture, services, repairs, tags, cards, etc. using the P-Card, Requisitions, Purchase Orders, including Auxiliary POs, Interdepartmental Requisition Forms, invoices and receipts. Processes incoming cash and checks in accordance with the Cash Management policy including securing, writing receipts, making deposits and maintaining Cash Management filing book. Serves as backup for operation of petty cash box. Provides legal, administrative and analytical support to 10 attorneys and two support staff with a minimum of oversight. Support requires familiarity with legal documents and terminology, court filing procedures, and the ability to research, analyze, understand and apply laws, rules, regulations and policies. Drafts contracts, agreements, reports, including Case Management Report, and other legal documents/correspondence, using templates and guidance of attorneys, with appropriate formats, accuracy, completeness and timeliness, including subject matter that is sensitive and confidential in nature. Prepares, tracks, receives and processes incoming and outgoing mail, including express and certified, with accuracy and timeliness. Assists in coordinating and maintaining office filing system used for scanning in and tracking of office mail, legal cases, contracts, etc. Assists in managing public information requests ensuring attention to detail, keeping attorneys properly informed of the request, coordination of the response and follow-up, including all records associated with the request and response, and responding in a timely manner. Provides litigation support, including litigation file set up and maintenance. Assists with problem solving for day-to-day operations of the office, including independent research on a variety of basic administrative and legal matters. Manages the daily office Outlook Calendar, including scheduling of the library/conference room, and assists with scheduling and availability of staff's individual Outlook Calendars. Serves as the first point of contact for individuals calling or visiting the Office of the General Counsel, provides information and assistance. Assists in establishing work priorities and assignments of OPS student assistants, work study students and law interns. Attends workshops, training sessions and other meetings to remain current on functions relative to the University and Department operations. Assists staff in determining retention schedules, storage and destruction of office files per University Records Management. Runs errands on and off campus as needed, including Student Financial Services, courts, law firms, Suppliers, etc. Assists with the facilitation of video and phone seminars/webinars. Serves as backup assistant to attorney handling Garnishments, including gathering information and preparing correspondence for review and follow-up. Serves as Inventory Taker for the Property Custodian by obtaining scanner machine and taking inventory annually, as well as scheduling and sending property to Surplus as needed. Serves as backup for time & leave data entry corrections, completion of travel arrangements and processing of travel expense reimbursements, including T-Card expenses. Serves as backup to the Agency Clerk. Serves as backup for the assistant to the General Counsel as needed. Performs other duties as assigned.

Qualifications

High school diploma or equivalent and three years' experience or a combination of post high school education and experience equal to three years.
Proficient with Microsoft Word, Outlook and Excel.
Experience prioritizing, organizing and performing multiple work assignments simultaneously with minimal to moderate supervision.
Experience with office practices, procedures and etiquette.
Ability to perform accurately in a detail-oriented environment.
Ability to demonstrate effective customer service skills.
Excellent verbal and written communication skills and the ability to interact professionally with a diverse group, including administrators, faculty and subject matter experts.
Experience working successfully in a team-oriented environment.
Experience maintaining accurate records and retrieving files from active or archive sources.
Valid driver's license or the ability to obtain.

Preferred

Legal experience is preferred

Pay Plan

This is an USPS (University Support Personnel System) position.

Criminal Background Check

This position requires successful completion of a criminal history background check. The background check will be conducted as authorized and in accordance with University Policy 4-OP-C-7-B11.

How To Apply

If qualified and interested in a specific job opening as advertised, apply to Florida State University at https://jobs.fsu.edu. If you are a current FSU employee, apply via myFSU > Self Service. Applicants are required to complete the online application with all applicable information. Applications must include all work history up to ten years, and education details even if attaching a resume.

Veterans' Preference

Certain service members and veterans, and the spouses and family members of the service members and veterans, will receive preference and priority in employment and are encouraged to apply for the positions being filled. For information on who may be eligible for Veterans' Preference, go to http://hr.fsu.edu/?page=ers/application/application_veterans_preference, or call FSU Human Resources at (850) 644-6034. IMPORTANT: In order to claim Veterans' Preference, applicants must upload a DD-214 (and other documentation, as applicable) with their online application prior to the closing date of the job opening.

Tobacco Free Campus

Effective January 1, 2014, tobacco use, including simulated tobacco use, is prohibited on property, interior and exterior, owned or managed by Florida State University. This policy applies to all Florida State University students, employees, consultants, contractors, visitors, and external individuals.

Equal Employment Opportunity

An Equal Opportunity/Access/Affirmative Action/Pro Disabled & Veteran Employer. FSU's Equal Opportunity Statement can be viewed at: http://www.hr.fsu.edu/PDF/Publications/diversity/EEO_Statement.pdf

 

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