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Assistant to Office Administrator/General Counsel

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Assistant to Office Administrator/General Counsel

Salary

$35,532.60 - $59,825.16 Annually

Location

Jacksonville, FL

Job Type

Appointed Employee

Job Number

2025-06551

Department

OFFICE OF GENERAL COUNSEL

Opening Date

04/30/2025

Closing Date

5/30/2025 11:59 PM Eastern

+ Description

+ Benefits

+ Questions

Job Description

Are you looking for a position with a work/life balance? Do you want to earn four (4) weeks off during your first year of employment? Do you want low and no cost health insurance options? If you answered “yes” to any of these questions, you need to complete your application now. Work for the city you love!!!

The Office of General Counsel is actively seeking an Assistant to Office Administrator.

Did you know as a City of Jacksonville employee, you would also have twelve (12) paid holidays and a personal leave day as well? In addition to health insurance, dental, vision, life insurance and flexible spending plans are also available. City of Jacksonville employees are also eligible for Federal Student Loan Forgiveness after ten (10) years of public service and on-time payments.

This position reports to the Office Administrator of the General Counsel’s Office and is responsible for providing assistance to the Office Administrator.

Examples of Work

+ Prepares preliminary report for review declaring stock supply and other tangible personal property surplus.

+ Assists in the preparation of surplus list of property to be picked up.

+ Checks in the deliveries of office supplies purchased by the office administrator.

+ Processes settlement checks, travel requests, and invoices.

+ Deposits payments of General Counsel invoices.

+ Collects outstanding payments from independent agencies.

+ Assists in the maintenance of office supplies equipment including assisting on-line ordering of supplies and requesting service for equipment.

+ Maintains current inventory report of office supplies and requests replenishment when needed. Maintains the General Counsel supply room, mail room, break areas and meeting rooms keeping them neat and orderly.

+ Maintains various administrative records and files.

+ Creates, closed legal files lists for contract file boxes pursuant to public records and prepare for closing.

+ Hand delivers legal and other documents to the courts (state and federal) on an as-needed basis.

+ Requests budget quotes, initiating purchase orders and single sources in 1Cloud, receipting goods upon delivery, processing invoices, tracking final payments, maintaining supplier’s records of purchasing for each fiscal year.

+ Assists in the maintenance of office supplies equipment including assisting on-line ordering of supplies and requesting service for equipment.

+ Maintains the General Counsel supply room, mail room, break areas and meeting rooms keeping them neat and orderly.

+ Creates, closed legal files lists for contract file boxes pursuant to public records and prepare for closing.

+ Hand delivers legal and other documents to the courts (state and federal) on an as-needed basis.

+ Requests budget quotes, initiating purchase orders and single sources in 1Cloud, receipting goods upon delivery, processing invoices, tracking final payments, maintaining supplier’s records of purchasing for each fiscal year.

+ Prepares direct payments (non-PO’s).

+ Collaborates with accounts payable to resolve non-validated invoices and/or purchase order issues when unexpected instances occur that might pose a delay in payment.

+ Tracks progress of final payments due to the vendor.

+ Performs related work as required.

Knowledge, Skills and Abilities

+ Ability to communicate effectively.

+ Ability to operate standard office equipment such as personal computer and software application, copier, facsimile and related equipment.

+ Ability to coordinate and monitor administrative activities.

+ Ability to handle confidential information with discretion.

+ Ability to establish, maintain, and update filing system.

+ Knowledge of administrative practices, public records, methods and procedures relating to administrative support areas.

Open Requirements/Supplemental Information

There will be an examination for this position. Exams are in person at City Hall in Jacksonville, Florida. You will be notified by email when the exam has been scheduled. To ensure you receive email notifications, be sure to make “[email protected]” a trusted sender.

+ A two (2) year combination of education and experience in administrative work or related area.

The City of Jacksonville provides a wide array of benefits to meet the diverse needs of our employees. Our comprehensive benefit programs include medical, dental and vision plans; life insurance coverage for you and your dependents; flexible spending plans for medical reimbursement, dependent care, parking, and transit expenses; an employee assistance program for you and your dependents; a 457(b) tax-deferred compensation plan to supplement your retirement, and a ROTH IRA plan. We also provide an extensive wellness program that includes a health intervention program if qualified, lunch and learns, health fairs, and discounted gym memberships. Please visit the Employee Benefits website for details on all the plans we offer.

www.coj.net/benefits

01

Each applicant must complete this supplemental questionnaire as a part of the application screening and selection process. The information you provide will be reviewed and used to determine your eligibility to move forward in the selection process. Copying and pasting your resume or stating "see resume" does NOT fulfill the requirements of the question. Incomplete responses, false statements, omissions, or partial information may result in disqualification from the selection process. Do you agree to answer each supplemental question truthfully and certify that your responses can be verified from information included within the application?

+ Yes

+ No

02

Are you authorized to work in the United States without sponsorship from the City of Jacksonville either now or in the future?

+ Yes

+ No

03

This position is located in an office and is not a remote location.

+ I have read and understand the above statement.

04

An exam is required for this position. The exam will be conducted in person at City Hall in Jacksonville, Florida at a date to be determined and there are no exceptions to this. The exam cannot be taken online. Do you understand that you must take an exam in order to be considered for this position?

+ Yes, I understand that I must take an exam in person at City Hall in Jacksonville, Florida in order to be considered for this position.

+ No, I will not be able to take an exam for this position.

05

Do you have a two (2) year combination of education and experience in administrative work or related area?

+ Yes, I have at least a two (2) year combination of education and experience in administrative work.

+ Yes, I have at least two (2) year combination of education and experience in a related area.

+ No, I have LESS than two (2) year combination of education and experience in administrative work or related area.

06

If you stated you have experience in a related field, please state what the related field is and explain how this is related to the required areas listed above.

07

Provide a detailed description (at least 3-4 complete sentences) of your experience.

08

Indicate the organization(s) you worked for where you gained this experience.

09

If you are requesting veterans preference, you MUST download the appropriate state of Florida form (even if you don't live in Florida) and attach it to your application. FAILURE TO DO SO WILL DELAY YOUR VETERANS PREFERENCE STATUS. Please download the forms at http://www.coj.net/departments/employee-services/veterans-preference

+ Yes, I am claiming veterans preference and I understand that I MUST download the appropriate form and attach it to my application.

+ No, I am not claiming veterans preference and this does not apply to me.

10

A resume and copy of your college transcript are required with your application. College transcripts do not need to be official, but must state your name, the name of the school, type of degree, classes taken, grades received, and date degree was conferred. NOTE: A copy of your diploma does not meet this requirement. Transcripts from colleges outside of the U.S. must be converted to U.S. Standards. If required documents are not provided your application will be considered incomplete and may result in disqualification from the selection process.

+ I have read the above statement and understand what is required.

Required Question

Employer

City of Jacksonville

Address

117 W. Duval St. Suite 100 Jacksonville, Florida, 32202

Website

http://www.coj.net/departments/employee-services.aspx

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