ADMINISTRATIVE SECRETARY – 48004665

Requisition No: 852085

Agency: Department of Education

Working Title: ADMINISTRATIVE SECRETARY – 48004665

Pay Plan: Career Service

Position Number: 48004665

Salary: $2,813.33 Monthly

Posting Closing Date: 05/13/2025

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DIVISION OF VOCATIONAL REHABILITATION

LOCATION: AREA 7, SUNRISE, UNIT 21E

ADMINISTRATIVE SECRETARY

Position Number: 48004665

Open Competitive

Minimum Hiring Salary: $2,813.33 Monthly

• The salary may be negotiable dependent upon years of experience, education level and available salary rate.

This Advertisement may be used to fill current and future vacancies for up to 6 months.

Vocational Rehabilitation (VR) is a federal-state vocational program that helps people with physical or mental disabilities be successful in employment. VR is committed to helping people with disabilities find meaningful careers.

Our Mission is “to help people with disabilities find and maintain employment and enhance their independence.” Our Vision is “to become the first-place people with disabilities turn when seeking employment and a top resource for employers in need of qualified employees.”

For your application to be considered:

• Qualifying Questions concerning education, experience, knowledge, skills and/or abilities must be disclosed,
• All fields must be complete (supervisor name, phone numbers, addresses, etc.),
• Gaps in employment that exceed three (3) months must be explained during that time period (unemployed, caretaker, etc.) and,
• All employment history must be in chronological order by date with the most recent employer first.
• Preference may be given to applicants who possess bilingual skills.

Minimum Requirements:

Three years of secretarial or clerical work experience; or Possession of a Certified Professional Secretary Certificate. College education from an accredited institution can substitute at the rate of 30 semester or 45 quarter hours for each year of the required experience. Vocational/technical training in an area of secretarial science or office/business studies can substitute at the rate of 720 classroom hours for each year of the required work experience. A high school diploma or its equivalent can substitute for one year of the required work experience.

(Note: The omission of specific job duties does not preclude management from assigning specific duties not listed herein if such duties are a logical assignment to the position.)

This position is responsible for performing a variety of complex technical secretarial duties. Assists the unit in organizing, coordinating, and establishing priorities for daily office activities.

Job Description:

Employee must be productive under tight timeframes, balance multiple and competing priorities and maintain goal-directed behavior and performance sometimes under stressful conditions; the employee must interact courteously with others; employee’s performance and behavior must demonstrate consideration of the workload concerns of others and must not negatively affect productivity and morale of the unit. Attendance is an essential function of this position.

The person in this position is expected to perform administrative support and/or technical assistance to a Vocational Rehabilitation (VR) Area Office staff.

Assists Area Director with tracking and monitoring Unit attendance and leave.

Assists Area Director in organizing, coordinating and prioritizing unit activities.

Receives, tracks, and submits monthly reports as assigned.

Processes and tracks monthly travel of the Area Office.

Conducts inventory and orders supplies for the unit.

Prepares and signs routine correspondence.

Answers phones and files documents.

Participates in teams or committees as assigned.

Knowledge, Skills, and Abilities

Knowledge of:

• Standard business formats and styles for letters and business forms.
• Office procedures.
• Correct spelling, punctuation and grammar usage.
• Basic arithmetic.
• Basic filing practices.
• Techniques for handling telephone calls in a courteous and efficient manner.
• The principles and techniques of effective communications.
• The methods of data collection.

Skill in:

• Typing.

Ability to:

• Plan, organize and coordinate work assignments.
• Assist in expediting the work of the office to take care of fluctuating workloads.
• Handle telephone calls in a courteous and effective manner.
• Receive and route telephone calls, the answers to which may involve the interpretation of policies and procedures.
• Provide customer service by giving information to callers, taking messages, or transferring calls to appropriate individuals.
• Courteously greet and welcome visitors, determine nature of business, and conduct visitors to the appropriate person.
• Receive incoming mail, and screen items that can be handled personally, and forwards the rest to supervisor or subordinates
• Compile and analyze data for administrative decisions.
• Interpret established policies and provides the information for the resolution of problems.
• Perform all clerical work related to:
  • Using correct spelling, punctuation and grammar.
  • Following up on work in process to ensure timely reply or action.
  • Organize files and other records either alphabetically or chronologically
  • Maintaining all records on incoming and outgoing office correspondence, documents, reports, action documents and other materials
  • Keeping supervisor’s calendar
  • Scheduling appointments
  • Composing letters, memoranda and other standard business forms in correct format
  • Take and transcribe dictation using notes or a dictating machine.
  • Develop materials for supervisor’s use in public speaking engagements.
  • Signing routine correspondence of a nontechnical nature in supervisor’s name.
  • Assembling and summarizing information from files and documents in the office or other sources for the supervisor’s use on the basis of general instructions as to the nature of the information needed.
  • Arranging travel schedules and reservations.
• Perform basic arithmetical calculations.
• Perform light bookkeeping functions.
  • Assist with the preparation of operating and legislative budgets; examine budget documents to ensure that they comply with state regulations.
• Operate and utilize a variety of standard business and office machines and equipment including:
  • Computers and computer software
  • Printers
  • Transcription equipment
  • Telecommunications terminals
  • Fax machines
  • Calculators
  • Photocopiers
• Make arrangements for meetings and conferences including space, time, and place; informs participants of topics to be discussed; and provide them with background information.
• Provide liaison with the other departments or divisions and with the public representing supervisor when requested.
• Attend meetings and conferences to take notes, or is briefed on meetings immediately after they take place in order to know what amendments were made and what developments have occurred in matters that concern the supervisor.
• Communicate effectively.
• Establish and maintain effective working relationships with others.
• Information contained in responses to Qualifying Questions concerning education, experience, knowledge, skills and/or abilities must also be disclosed on the State of Florida Employment Application. ***

Background Screening Requirement:

It is the policy of the Florida Department of Education that applicants for employment undergo level 2 employment screening in accordance with the requirements of Chapter 435, Florida Statutes, as a condition of employment or being permitted to serve as a volunteer. All applicants for employment or to volunteer who are selected for an interview will be provided with the Consent to Background Screening form for level 2 screening, the Affidavit of Good Moral Character, and the Notice of Rights. The leading candidate for employment or to volunteer will be required to execute the Consent form and Affidavit, report to a designated location, and submit fingerprints for level 2 screening. No applicant for a designated position will be employed or permitted to volunteer until the level 2 screening results are received, reviewed, and approved by the Department. Level 2 background screening shall include, but not be limited to, fingerprinting for statewide criminal and juvenile records checks through the Florida Department of Law Enforcement, and federal criminal records checks through the Federal Bureau of Investigation, and may include local criminal records checks through local law enforcement agencies.

STATE OF FLORIDA EMPLOYEE BENEFITS:

• State of Florida Retirement – 3% Employee Contribution Required
• 10 Paid Holidays annually
• Employees with up to 5 years of creditable service earn 8.667 hours per month, with 5 to 10 years earn 10.833 hours per month and those with over 10 years of service earn 13 hours per month.
• Career Service employees earn 8.667 hours of sick leave credits per month
• Health Insurance for Individual or Family Coverage – State pays 80% of premium
• Life Insurance – State pays premium for $25,000 basic term life insurance for full time employee
• Additional supplemental insurances available such as dental, vision, etc.
• Tax Deferred Medical and Child Care Reimbursement Accounts available
• Tax Deferred Savings Program available through payroll deduction

Benefits information can be found on the following website:

http://mybenefits.myflorida.com/

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer and does not tolerate discrimination or violence in the workplace.

Applicants requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or the People First Service Center (1-877-562-7287). 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.

Pursuant to Chapter 295, Florida Statutes, applicants eligible for Veterans’ Preference will receive preference in employment and are encouraged to apply. However, applicants claiming Veterans’ Preference must attach supporting documentation with each application submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any others documentation as required by Rule 55A-7, Florida Administrative Code. All documentation is due by the closing date of the vacancy announcement. For information on the supporting documentation required, click here. Applicants may also fax their supporting.

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.

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