LEGAL SUPPORT SUPERVISOR - TALLAHASSEE

Our Organization and Mission: The Office represents the State of Florida in state and federal civil and criminal courts, from trial courts to the Supreme Court of the United States.

Pay: $47,250 - $51,450 Annually, commensurate with experience.

Position Summary: This position functions as office manager for the Tallahassee Consumer Protection bureau, reporting directly to the Bureau Chief to provide assistance in legal support tasks, administrative responsibilities, as well as the supervision of support staff. The incumbent will also oversee the support and assistance to the Senior Protection Team and Military and Veterans Assistance Program and will advise and coordinate the administrative responsibilities of this unit. In addition, the incumbent provides support and assistance to the Special Investigations Unit as needed, and may be assigned special projects as needed by the Division Director or Deputy Director.

Minimum Requirements: A bachelor's degree from an accredited college or university, and two years of administrative experience.

A master's degree from an accredited college or university can substitute for one year of the required experience.

Professional or nonprofessional experience in administrative or legal support work can substitute on a year-for-year basis for the required college education.

Preference may be given to applicants with:

• 3 or more years of recent experience working in a law firm, legal department, or courthouse in a support role.
• Paralegal Certification or graduation from an accredited paralegal or similar training program OR to students currently enrolled in one of these programs.
• Experience providing support for 3 or more attorneys at one time.
• Recent experience preparing attorneys for hearings and/or trials.
• Experience providing administrative assistance to managerial or executive level positions.
• Experience supervising, mentoring or training other support staff.

** Administrative skills exercises may be used as part of the selection process. These skills exercises must be completed in-person in one of the Florida Attorney General's Offices. An Excel skills exercise may also be administered as part of the selection process. **

The Work You Will Do: This position will oversee all the administrative and legal support responsibilities of the Tallahassee Bureau, including, but not limited to:

Administrative, Legal Support and Supervisory Duties:

• Assist the Bureau Chief with tracking employee schedules, staff leave and office coverage.
• Assist with scheduling and monitoring the Bureau Chief's schedule, coordinating meetings and conferences.
• Assist with coordinating staff meetings and calls, creating agendas, reinforcing procedures, and keeping staff current on procedural changes.
• Assist with coordinating correspondence, case records and assignments.
• Assist the Bureau Chief and Investigator Supervisor with recruitment for the bureau to fill vacant positions and coordinate internships
• Onboard new employees and ensure they have basic training in our systems and are issued with all the ID badges and equipment, etc. and touch base with them periodically to ensure they have what they need to do their jobs.
• Technology Coordinator for the bureau
• Maintain computer and phone equipment inventories, ensuring system updates are done frequently on pool laptops and equipment is signed out and in per policy.
• Update staff contact lists and calling trees as needed and respond to division management requests for updates.
• Ensure file rooms and electronic files are maintained according to division procedures.
• Assist with updating or overseeing the updating of electronic case records to be sure that all relevant updates are recorded in a timely fashion.
• Oversee the correspondence assignments.
• Assist with public records requests and responses as needed.
• Records/Evidence Custodian – manage the chain of custody of all original electronic documents for the Tallahassee bureau.
• Purchasing & Contracts – handle or oversee the purchasing and contract needs of the Tallahassee bureau, including office supplies, undercover services or equipment, equipment maintenance, service contract renewals, furniture replacement, etc.
• Travel & Expense Reimbursements – handle or oversee the travel and expense approvals and submissions for the Tallahassee bureau staff.

• Supervise support staff involving hiring, disciplining, making recommendations for retention, special duty assignments, attendance and leave approvals, and performance reviews.

• Facilitate the evaluation of the support staff through established criteria and performance standards to meet production and other standards.
• Coordinate and provide (or seek provision of) training for support staff within the bureau. Participate in the implementation of workloads, workflow, production deadlines, and assist staff in determining workload priorities to achieve maximum utilization of time.
• CFIS – train staff as needed, and assist investigators with uploading, reviewing, and creating reports.
• Provide backup assistance for the paralegal responsibilities when they are out or are busy and need assistance, and provide research support and assistance to the attorneys and investigators, including, but not limited to the following:
  • Perform legal research and gather factual information.
  • Assist the attorneys in drafting and editing documents.
  • Assist with e-filing and service.
  • Assist in preparation for hearings and trials.
  • Create charts, spreadsheets & reports summarizing information gathered from document review and research.
  • Conduct database searches to retrieve documents, data, information.
  • Maintain & update databases and status reports.
  • Schedule and attend meetings with targets, attorneys, other agencies and opposing counsel as requested.
  • Schedule and attend hearings and depositions, assist attorneys by taking notes, obtaining additional information pertinent to the case, coordinating court reporters, and ordering transcripts, etc.
  • Assist with case time entries and reporting.
  • Provide assistance to the attorneys which may require extended hours and/or travel outside the worksite.
  • Complete special projects as directed by attorneys and investigators.
  
  

The Benefits of Working for the State of Florida: Working for the State of Florida is more than a paycheck. The State’s total compensation package for employees features a highly competitive set of employee benefits including:

• Annual and Sick Leave benefits.
• Nine paid holidays and one Personal Holiday each year.
• State Group Insurance coverage options, including health, life, dental, vision, and other supplemental insurance options.
• Retirement plan options, including employer contributions (For more information, please click www.myfrs.com).
• Flexible Spending Accounts
• Tuition waivers.
• And more! For a more complete list of benefits, visit www.mybenefits.myflorida.com.

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 the application (including military service, self-employment, job-related volunteer work, internships, etc.) and that gaps in employment are explained. NOTE: Any required experience and/or preferences listed in the advertisement must be verified at the time of application.

• Ensure 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, Fs.

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. We hire only U.S. citizens and those lawfully authorized to work in the U.S.

E-VERIFY STATEMENT: The Office of the Attorney General participates in the U.S. government’s employment eligibility verification program (e-verify). E-verify is a program that electronically confirms an employee’s eligibility to work in the United States after completion of the employment eligibility verification form (i-9).

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 an accommodation during the selection process, please notify the hiring authority in advance to allow sufficient time to provide an accommodation.

REMINDERS: Male applicants born on or after October 1, 1962, will not be eligible for hire or promotion unless they are registered with the Selective Service System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from SSS. For more information, please visit the SSS website at: https: //www.sss.gov. If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. If you return to FRS employment before satisfying the required waiting period, your retirement may be voided, and you may have to repay all benefits you have received, including any Deferred Retirement Option Program (DROP) payout.