Requisition No: 803951
Agency: Department of Health
Working Title: LEGAL ASSISTANT – 64000442
Position Number: 64000442
Salary: $40,372.28
Posting Closing Date: 06/16/2023
Open Competitive Opportunity
Specific Responsibilities:
This is a Legal Assistant position for the Senior Legal Assistant, Environmental Control Hearing Board Clerk, Chief Legal Counsel and the Senior Attorney/Environmental Control Officer. This position requires independent judgment, initiative, applying general knowledge of business practices and skill in applying instructions to accomplish various job functions. Work is performed under the supervision of the Chief Legal Counsel for Palm Beach, Martin and St. Lucie Counties. This position travels within Palm Beach County to file pleadings at the courthouse.
This position is designated as a sensitive position and is required to maintain confidential information in accordance with the Florida Department of Health (FDOH) Palm Beach County Health Department (CHD) Information Security Policy, Protocols and Procedures. This position is designated as the Information Custodian as per the DOHP-50-10 Information Security and Privacy Policy. Confidential Information sets: Social Security Data, Human Resource Data, Human Resources Health, Clinical Data, Clinical Billing, Vital Statistics, School Health Records, WIC Records, Administrative, Environmental Data Sets, and Outreach. Has access to view and release confidential information. Access to My Florida Market Place (MFMP) to creates and/or approves requisitions for the procurement of the respective program commodities or services that are needed. Has access to the Risk Management Data Base to monitor, report and resolve areas of concern regarding safety issues for employees of the Florida Department of Health and or a financial loss to the state.
Responsible for responding to all subpoenas received for the CHD’s clients for medical and/or personnel records. Reviews all confidential information and ensures it is redacted if no authorization is provided. Prepares initial letters and invoices to the attorneys requesting records. Prepares response letters and mails the requested records by certified mail upon receipt of payment for the records. Responsible for processing incoming checks for the cost of duplication of the records and ensures payments go to the Finance & Accounting office on a daily basis. Works closely with Health Access, Finance & Accounting, and the Medical Records Custodians in all clinic locations to ensure subpoenas are answered within the designated time frame. Prepares a Motion for Protective Order and files it with the Circuit Court for confidential medical records as needed. Maintains Subpoena tracking log by entering all subpoenas received and the pertinent information for each subpoena and uploaded into the Legal Files Case Management System.
Provides clerical support, answers, screens and routes telephone calls to appropriate parties; Sorts and distributes incoming mail for the legal office; Maintains general files as well as case files; Types routine correspondence including but not limited to memoranda and letters; Schedules meetings as needed; Copies and scans documents as needed; Orders supplies as needed.
Maintains a tracking system for all incoming contracts and agreements for review by the Attorney’s and assures documents are reviewed and forwarded to the Directors office. Maintains a log of all Bankruptcy Notices received and immediately forward to the Finance Office. Upon notice from the Finance office, document the outcome on the log.
Act as the Liaison for all Risk Management case for Palm Beach, Martin and St. Lucie counties with Risk Management and Outside Counsel. Obtain and track case updates, obtain all pleadings for files and track all cases in Legal files. Responsible for monitoring cases and also involved in mediations and any trials, as well as assisting outside counsel schedule DOH employees for depositions with opposing counsel or meeting with our outside counsel.
Responsible for responding to all public record requests for Palm Beach, Martin and St. Lucie counties. Acknowledge request and distribute to correct department, obtain invoices for Tallahassee, gathers records after invoices have been paid, track all requests for timely responses, and redact all exempt information from records requests.
Enters all pertinent information into the Legal Files Case Management system for the two Attorney’s including but not limited to open file, accurately enter information, scan and download documents, for all Contracts, Agreements, Outside Employment Requests, Record Requests, Disciplinary Actions, Case information, Environmental Health, and School Health for all three counties.
Prepare Legal Sufficiency memorandums for the Attorney for all child care and family day care facilities going before the Child Care Advisory Council meetings and forwards a copy to the appropriate staff.
Acts as a backup in the absence of the Senior Legal Assistant in all roles and duties of the Legal Department, and the Clerk of the Environmental Control Hearing Board and Environmental Appeals Board.
Assists the Senior Legal Assistant, Clerk of the Environmental Control Hearing Board and Environmental Appeals Board, at hearings as needed. Incumbent will assist the Clerk by preparing pleadings and case files for the ECHB. Act as the backup in the Clerk’s absence at the hearings and be responsible for setting up the conference room for each Board hearing including, but not limited to, setting up Board table with appropriate folders for each Board member, assures Board members have current agenda; assigns seating with name plates, sets up digital recorder, attends meetings, conducts roll call, swears in persons testifying, and takes notes as to who makes first and second motions. Assists the Attorney during any hearings. Incumbent assists the Senior Legal Assistant with copying and distributing all Environmental Control Hearing Board (ECHB) pleadings and Orders to staff and all the parties of the cases.
Assists the Senior Legal Assistant in preparing all legal documents, pleadings, exhibits, etc. related to DOAH, Informal Hearings, TB Cases for all three counties and assists the Attorney’s as needed.
Files Circuit Court pleadings with the appropriate division at the Courthouse, as well as taking ECHB Show Cause packets to the Sheriff’s Civil Process division at the Courthouse for proper service after each hearing. Performs notary functions.
Performs other duties as assigned.
Required Knowledge, Skills, and Abilities:
Knowledge, skills and abilities, including utilization of equipment, required for the position:
- Knowledge of Information Security and pertinent policies and laws governing confidential information.
- Ability to work independently & use initiative.
- Ability to communicate effectively verbally & in writing with co-workers & clients.
- Ability to handle multiple tasks effectively.
- Ability to plan, organize, and coordinate work assignments.
- Must possess intermediate to advanced level of computer proficiency in Microsoft Office Suite Programs.
- Working knowledge of legal terminology, law and legal procedures, Knowledge of court system & procedures.
Qualifications:
Licensure/registration/certification requirements (if applicable, list the appropriate Florida Statute or federal regulation cite:
Other job-related requirements for this position:
- Incumbent may be required to work before, during and/or beyond normal work hours or days in the event of an emergency. Emergency duty required of the incumbent includes working in special needs shelters, or performing other emergency duties including, but not limited to, responses to or threats involving any disaster or threat of disaster, man-made or natural.
- Valid Driver’s License.
Working hours: (A) Daily from 8:00a.m. to 5:00p.m. (B) Total hours in workweek 40 (C) Explain any variation in work (split shift, rotation, etc.)
Florida Department of Health Mission, Vision, and Values:
Mission:
To protect, promote & improve the health of all people in Florida through integrated state, county & community efforts.
Vision:
To be the Healthiest State in the Nation.
Values:
I nnovation: We search for creative solutions and manage resources wisely.
C ollaboration: We use teamwork to achieve common goals & solve problems.
A ccountability: We perform with integrity & respect.
R esponsiveness: We achieve our mission by serving our customers & engaging our partners.
E xcellence: We promote quality outcomes through learning & continuous performance improvement.
Where You Will Work:
800 Clematis Street
West Palm Beach, FL 33401
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, including monthly costs, visit www.mybenefits.myflorida.com.
Please be advised:
Your responses to qualifying questions for this position must be verifiable by documentation provided through the electronic application process.
This position requires a security background check and/or drug screening and participation in direct deposit. Any misrepresentations or omissions will disqualify you from employment consideration. Note: You will be required to provide your Social Security Number (SSN) in order to conduct this background check. Successful completion of a drug test is a condition of employment for safety-sensitive positions.
Male applicants born on or after October 1, 1962, will not be eligible for hire or promotion unless they are registered with the Selective Services System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS. For more information, please visit the SSS website: http://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. Your current retirement benefits may be canceled, suspended or deemed ineligible depending upon the date of your retirement.
The successful candidate will be required to complete the Form I-9 and that information will be verified using the E-Verify system. E-Verify is operated by the Department of Homeland Security in partnership with the Social Security Administration to verify employment eligibility.
Incumbents may be required to perform emergency duty before, during, and/or beyond normal work hours or days.
Florida has the third largest population of veterans in the nation with more than 1.5 million service men and women. The Florida Department of Health (department) is committed to serving members of the United States Armed Forces, veterans and their families by encouraging them to apply for vacancies that fit their area of knowledge and/or expertise. Through the Department’s VALOR program, which expedites licensing for military veterans, the Department also waives initial licensing and application fees for military veterans who apply for a health care professional license within 60 months of an honorable discharge. These initiatives help ensure that the transition from military service into the workforce is as smooth as possible and reflects our appreciation for the dedication devoted to protecting our country.
The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.
Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.
The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.
VETERANS’ PREFERENCE. Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans’ Preference will receive preference in employment for Career Service vacancies and are encouraged to apply. Certain service members may be eligible to receive waivers for postsecondary educational requirements. Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code. Veterans’ Preference documentation requirements are available by clicking here. All documentation is due by the close of the vacancy announcement.