Administrative Assistant - OPG/LAW

POSITION SUMMARY:

This is a grant-funded position that assists in carrying out administrative functions through facilitating the accomplishment of the work of the Office of the Public Guardian by assisting with legal, clerical, and informational services, and integrating them with the administration of the office served. Position schedule is Monday through Friday from 9 AM to 5 PM. Office is located in Davie, Florida.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES:

• Serves as the administrative assistant to the Office of the Public Guardian.
• Composes correspondence and memos from verbal instruction or notes, answers mail requiring critical thinking skills to plan, organize, and set up in proper form.
• Input's client data in the client database system.
• Conducts initial phone screening to assess eligibility of potential new clients.
• Schedules meetings, takes meeting minutes, and arranges appointments.
• Maintains a system of interrelated files and records.
• Prepares and monitors regular or special reports on departmental activities and modifies or devises forms for reporting data and establishes controls for accuracy of data.
• Answers telephone, takes messages, and replies to questions in accordance with general instructions.
• Transmits instructions and/or information to and from staff members and assists with document filing functions.
• Maintains and updates an office manual, setting forth the necessary elements of procedure, required forms and steps necessary to carry out the job functions necessary for the efficient operation of the Office of the Public Guardian.
• Collaborates with guardian representatives, benefits and eligibility coordinator, fiscal specialist, and paralegal in all aspects of ward entitlement applications and maintenance including applications for ICP, Social Security and SSI benefits.
• Collaborates with guardian representatives, benefits and eligibility coordinator, fiscal specialist, and paralegal in monitoring and tracking DCF interviews and redeterminations as needed and all ward related matters.
• Collects and maintains data for statistical reports for the public guardian office and the wards served.
• Monitors ward reports and court filing due dates and prepares tracking instruments for task status.
• Assists the legal team with preparing legal documents, e-filing, and related functions.
• Regularly reviews, classifies, and distributes incoming mail including confidential correspondence.
• Regularly assesses the program needs such as office supplies and assures that supplies are ordered timely.
• Performs other related duties as assigned by Executive Director.

POSITION QUALIFICATIONS/SPECIFICATIONS:

• High School diploma or GED required.
• Associate degree, or vocational, or technical school degree in Business Administration or related field required.
• Minimum of 3-5 years' work experience.
• Working knowledge of concepts, practices and procedures and ability to use in varied situations.
• Detail-oriented with the ability to multitask.
• Assumes responsibility readily, seeking out issues and areas needing resolution and development.
• Knowledge of Word, Excel, Outlook, SharePoint, Guardianship Data Base
• Is able to work with a minimum of supervision exercising judgment to make decisions.
• Able to draft correspondence/memos, revise legal templates, and interpret guardianship statutes.
• Knowledge of Florida Guardianship Statute 744.
• Possesses a high level of integrity and inter personal skill necessary for dealing with all levels of the public, Probate Judges, court personnel, representatives from SSA, VA, DCF, Financial Institutions, family member/friends of wards, and facilities where OPG wards reside.
• Is able to work with a minimum of supervision exercising judgment to make decisions.
• Must pass a level II background check and a credit check reviewed and monitored by the Statewide Public Guardianship Office and by the 17th Judicial Circuit.
• Must complete and successfully pass the 40-Hour Guardianship Class within one year of employment.
• Must successfully pass the Florida State Guardianship Exam within one year of employment