Apply on Employer Site

St. Thomas University · 1 day ago

Administrative Assistant - OPG/LAW

MIAMI GARDENS, FL 33054

Full-time

Onsite

Mid Level

$40K/yr - $40K/yr

3+ years exp

St. Thomas University is seeking an Administrative Assistant for the Office of the Public Guardian. This role involves providing administrative and paralegal support, managing client data, scheduling meetings, and assisting with legal documentation and reporting for the office.

EdTechEducationHigher EducationNon ProfitUniversities

Responsibilities

Serves as the administrative and paralegal 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 WellSKy client database system

Schedules meetings, takes 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, routes alleged incapacitated person referrals, sets up database records, 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, 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, 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 Paralegal 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 incidental to the work described herein

Qualification

Guardianship Data BaseFlorida Guardianship Statute 744WordExcelOutlookSharePointMulti-taskingJudgmentDetail orientedInterpersonal skills

Required

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 ability to multi-task

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

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