Florida Education Association

Secretary
Legal Services Billing and Audit Compliance

Based in Tallahassee, FL

 

Job Title: Secretary, Legal Services Billing and Audit Compliance
Job Classification: Associate A – FSO Bargaining Unit
Supervisor: General Counsel/Director of Legal Services
Location: Tallahassee, FL

Summary:
The Legal Services Billing and Audit Compliance Secretary reports to the General Counsel and/or Legal Services Program Manager. Primary duties include secretarial and other administrative duties for the Legal Services staff such as” monitoring and processing all legal services insurance claims and reimbursements; preparing and managing legal correspondence, reports, and documents; maintaining schedules and calendars; organizing and coordinating meetings and travel arrangements; using/maintaining Legal Services office systems/databases/tools; handling incoming mail and other material; setting up and maintaining filing systems; communicating verbally and in writing to answer inquiries and provide information; and liaison with internal/external contacts and coordinating the flow of information both internally and externally. Specific duties and responsibilities are listed below.

Qualifications:
High school graduate or equivalent with one or two years of college or advanced training preferred. Knowledge of insurance claims, billing and collections preferred. Minimum 2 years of law firm work experience preferred. Professional Legal Secretary (PLS) or Certified Legal Secretary Specialist (CLSS) designations preferred. Computer skill include proficiency in MS Office Suite including Outlook, Word, PowerPoint, Excel, Zoom and other collaboration platforms, etc. Familiarity with operations of a membership organization or labor union is desirable. Must possess ability to communicate both orally and in writing. Must possess ability to understand departmental operations and procedures. Must possess ability to organize and quickly process legal and insurance pleadings and materials.

General Duties:

1. Acknowledge and support the advancement of FEA’s vision, mission, and strategic goals.
2. Identify, contribute to, and support new opportunities to advance FEA’s vision, mission, and strategic goals.
3. Perform all work assignments in a manner that effectively and efficiently utilizes FEA resources.
4. Contribute to and support the development and implementation of departmental and interdepartmental programs and services.
5. Perform all duties, responsibilities, and assignments within the guidelines outlined in the FSO/FEA Collective Bargaining Agreement and in accordance with FEA Policies and Procedures.
6. Possess knowledge of FEA’s governance policies and procedures, organization structure, and general policies and procedures.

Specific Duties and Responsibilities:

1. Maintain accurate and up-to-date Legal Services financial records.
2. Process, balance, and reconcile all outside attorney billing.
3. Process, balance all in-house legal and non-legal costs.
4. Maintain and coordinate all records necessary for audit compliance and prepare all closed cases for audit.
5. Process all outside attorney billing in the NEA (National Education Association) Passport system.
6. Process all legal services reimbursements to/from AFT (American Federation of Teachers) and NEA
7. Assist with preparing AFT quarterly grant submissions.
8. Process, balance, and reconcile all EEL and APL legal billing and claims.
9. Serve ad NEA and AFT liaison and staff contact concerning all billing processing system issues.
10. Ensure accuracy of all Legal Services Payables and maintain accurate records of same.
11. Prepare periodic financial reports for the Director of Legal Services.
12. Serve as resource to Service Unit staff and local leaders concerning the billing processes and periodic reporting.
13. Type, edit, and format legal pleadings, documents and briefs for the Director of Legal Services, In-house attorneys, and Paralegal specialists.
14. Assist as needed with general overflow for FEA.
15. Prepare and maintain administrative files.
16. Perform other duties as assigned by the General Counsel or Deputy General Counsel.

Compensation & Benefits: The salary for this position is determined by the negotiated agreement between the Florida Education Association and the Florida Staff Organization based on credited experience. FEA provides medical, dental, vision, life, and long-term-disability insurance to its employees with no employee premiums. Additionally, FEA provides employer- paid retirement options, vacation leave, sick leave, and paid holidays.

How to Apply:
Interested candidates should submit a cover letter and résumé via email to feahr@floridaea.org. This vacancy announcement will close November 4, 2024.

FLORIDA EDUCATION ASSOCIATION IS AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER

Consistent with the FEA Affirmative Action Plan, minority, female, and physically challenged applicants are encouraged to apply. Please contact FEA’s Office of Human Resources at 850- 201-3215 or feahr@floridaea.org to request an accommodation during the application process.

Updated July 2023