Requisition No: 829455 

Agency: Department of Health

Working Title: SENIOR LEGAL ASSISTANT - SES - 64080098

 Pay Plan: SES

Position Number: 64080098 

Salary: $63,936.34 

Posting Closing Date: 05/24/2024 

Total Compensation Estimator Tool

Internal Agency Opportunity

Applicants accepted only from Department of Health employees, (includes OPS, Career Service, SES or SMS employees).

Applicants will not be accepted from outside the department.

Specific Responsibilities:

This a Senior Legal Assistant - SES position responsible for assisting the Chief Legal Counsel and the Senior Attorney for all legal duties for the FDOH for Palm Beach, Martin and Saint Lucie Counties. This position is responsible for a variety of highly technical and duties as the Senior Legal Assistant for the Florida Department of Health in Palm Beach County (FDOH-PBC) legal office. 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. This position requires a thorough working knowledge of departmental structure, legal processes, experience with court systems and procedures. This position travels within Palm Beach County to go to the courthouse or other attorney’s offices as needed.

This position is designated as a sensitive position and is required to maintain confidential (or public) 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. This position may view and release confidential information. Creates and/or approves requisitions through My Florida Market Place (MFMP) for the procurement of the respective Division commodities or services as needed.

Responsible for performing a variety of highly technical and complex legal functions as a Senior Legal Assistant to the Chief Legal Counsel and the Senior Attorney / Environmental Control Officer for the Florida Department of Health in Palm Beach County and is considered a “confidential employee” who acts in confidential capacity in assisting the Chief Legal Counsel and the Senior Attorney/Environmental Control Officer of the Department of Health in Palm Beach County with matters including, but not limited to personnel administration, civil rights and employee relations. Acts as liaison between the Florida Department of Health administration and staff for Palm Beach, Martin and Saint Lucie Counties, the Judiciary, other local, state and federal agencies, as well as, other Department of Health customers. Function independently with little guidance from the attorneys, including, but not limited to:

Serves as the Clerk of the Palm Beach County Environmental Control Hearing Board (ECHB) and the Environmental Appeals Board (EAB). The cases heard before the ECHB could involve the following programs: Child Care and Family Day Care programs, sanitary nuisances, migrant labor camps, mobile home parks, pools, food service, biomedical waste facilities, solid waste facilities, tanning facilities, body piercing salons, onsite sewage disposal systems, air pollution, and water programs.

Prepares environmental cases and variance appeals for hearings. Prepares pleadings including, but not limited to Show Cause pleadings Stipulations, Notice of Hearings, Dismissals, Continuations, Subpoenas, Orders, Notice of Liens and Satisfaction/Release of Liens. Organizes and digests exhibits, schedules witnesses for hearings, prepares hearing checklists. Coordinates proper service of the initial show cause packet through the Sheriff’s office. Confers with Respondents in these cases prior to the hearings in an effort to negotiate a settlement. Responsible for collecting and processing the settlement checks/money orders and forwarding them to the County’s finance office after each Board hearing. Ensures a quorum will be in attendance before each hearing. Schedules the Court Reporter prior to each scheduled ECHB hearings. Attends and assists the Environmental Control Officer at the Pre-hearing conferences and hearings for both the ECHB and the Environmental Appeals Board, including swearing in of witnesses and recording the hearings. Prepares Agendas and Minutes of the meetings and distributes to all Board members and appropriate staff. Coordinates appointments of new Board members for both Boards through the PBC Board of County Commissioners; prepares resolutions and related paperwork for such appointments. Prepares and drafts documentation and research appropriate issues as required for the PBC ECHB and the EAB.

Acts as legal assistant to the Chief Legal Counsel and Senior Attorney for all three counties at formal/informal administrative hearings, circuit/county court hearings, career service and district courts of appeals, by providing the attorneys with immediate access to pleadings, exhibits, documentary evidence and coordinates witnesses appearances. Administrative duties include preparation of all court pleadings, filings with the appropriate courts, compiling all documents for exhibits, tracking and monitoring each case from beginning to end, scheduling depositions, witness briefings, court reporters, process servers, and hearings. Acts as liaison with judicial staff, State and County staff, law enforcement, private attorneys, process servers and various other agencies. Discretion and judgment to exhibit and exercise initiative with minimal direction by the attorney. Prepares petitions, recommended orders, warrants, summons, notice of hearings and other related documents for Emergency Treatment & Hospitalization of non-compliant TB patients. Coordinates with the TB control staff, Clerk of the Court, and the Sheriff’s Office to ensure the process is completed. Performs legal research and responds to matters ranging from general correspondence to confidential and legally technical matters for the Circuit Courts, Division of Administrative Hearings (DOAH), Public Employees Relations Commission, District Courts of Appeal, Unemployment Appeals Commission, U.S. District Court, Florida Supreme Court, General Counsel’s Office, Law Enforcement Agencies, adverse attorneys, etc. Prepares a variety of legal documents for the above tribunals, including standardized to pleadings, summons, motions, notice of hearings, orders, appellate briefs, memoranda of law, affidavits, settlement agreements, subpoenas and liens. Reviews all files in preparation for hearings in tribunals indicated above. Maintains all legal and programmatic files, court calendars and litigation timetables for the various cases assigned. Performs other related duties necessary to support the attorney and staff as required. Conducts legal research and assists in preparing legal briefs under the supervision of the Chief Legal Counsel, gathers background information and prepares draft opinions for the Chief Legal Counsel.

Responsible for reviewing all FDOH CHD Incident Reports and providing them to the OIG. Assist others in preparing IRs, ensure all IRs are complete and have all appropriate accompanying documents, such as police reports, medical records, and other forms. Informs Chief Legal Counsel of all emergencies and HR matters. For all auto accidents ensures all insurance info, police reports, photos, and accident forms are completed and gathered. Ensures that auto IRs are copied to General Services. Compile comprehensive report of all IRs annually. Reconcile monthly WC STARS report from Tallahassee to ensure there are IRs for each case and confirm with HR that Tallahassee reports complete.

Assures all pertinent information for all three counties is entered into the Legal Files Case Management system for the two Attorney’s (i.e., open file, accurately enter information, scan and download documents). This includes all Contracts, Agreements, Outside Employment Requests, Record Requests, Disciplinary Actions, Case information, etc).

Assists the attorneys in gathering the material necessary for their representation of the State. May represent supervisor at meetings to furnish or obtain information. Maintains all files and update law books as needed. Performs notary functions.

Perform other duties as assigned.

Required Knowledge, Skills, and Abilities:

• Working knowledge of legal terminology, law and legal procedures; knowledge of court system & procedures.
• Knowledge of administrative and clerical procedures and systems.
• 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.
• Efficient typing and computer skills.
• Knowledge of computer programs (Word, Excel, Access, PowerPoint), & other office equipment (fax, copier, scanner).

Qualifications:

Licensure/registration/certification requirements (If applicable, list the appropriate Florida Statute or federal regulation cite): N/A

Other Job Related Responsibilities

• 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.
• Must become a Notary Public, State of Florida.

Working hours: (A) Daily from 8:00am to 5:00pm (B) Total hours in workweek 40

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.

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.