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ADMINISTRATIVE SECRETARY - 72002754

Date: Nov 28, 2017

Location: TALLAHASSEE, FL, US, 32399

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Requisition No: 25029 

Agency: Management Services

Working Title: ADMINISTRATIVE SECRETARY - 72002754

Position Number: 72002754 

Salary:  $22,453.60 

Posting Closing Date: 12/12/2017 

Administrative Secretary

Division of Retirement/Retired Payroll Section

State of Florida Department of Management Services

This position is located in Tallahassee

Applicants will be required to take a work sample

The Florida Department of Management Services (DMS) is a customer-oriented agency responsible for managing various business-related functions throughout state government. Under the direction of Governor Rick Scott and DMS’ Executive Leadership Team, the agency oversees the real estate, procurement, human resources, group insurance, retirement, telecommunications, private prisons, and fleet and federal property assistance programs utilized throughout Florida’s state government. The Department of Management Services is relied upon to establish, maintain and improve the business processes used by state employees to create a better, not bigger government.  The Department of Management Services facilitates the delivery of these programs and services and provides tools and training to bolster the efficiency and effectiveness of the state’s workforce. It is against this backdrop that DMS strives to demonstrate its motto, “We serve those who serve Florida.” Under the leadership of DMS Secretary Erin Rock, DMS’ employees embody four pillars on a daily basis: establishing a process-oriented mindset; challenging the status quo; creating efficiencies; and respecting state employees.

Position responsibilities:

This is an entry level position that requires the incumbent to perform detailed reviews of documents and complete data entry of confidential retirement information.  The incumbent must possess a comprehensive working knowledge and understanding of section and division policies and procedures.  Specific duties and responsibilities, under direct supervision, include:

  • Sorting, researching, and processing returned mail (including checks) according to section procedures.
  • Completing daily requests for faxing or mailing income verification letters according to section procedures.
  • Reviewing and processing incoming mail according to section procedures. Specific duties include reviewing mail for completeness, requesting additional information by phone or written correspondences, and returning incomplete documents.
  • Preparing batch printed documents for the folder/inserter and preparing section documents for scanning to archives or workflow.  
  • Review Address Error report weekly and make corrections as needed according to section procedures.
  • Other related duties as required

Knowledge, Skills and Abilities:

  • Knowledge, skills and abilities, including utilization of equipment, required for the position:
  • Knowledge of general office procedures and practices,  
  • Knowledge of principles and techniques of effective verbal and written communication and basic arithmetic,
  • Knowledge of common personal computer applications such as Word and Excel,
  • Knowledge of basic arithmetic and correct grammar usage,
  • Ability to use a personal computer,
  • Ability to establish and maintain effective working relationships with others,
  • Ability to organize data into logical format,
  • Ability to utilize problem solving techniques,
  • Ability to plan, organize and coordinate work assignments,
  • Ability to compose correspondence using correct grammar,
  • Ability to work independently

Minimum Qualifications:

  • Two years of secretarial or clerical work experience.
  • College education from an accredited institution can substitute at the rate of 30 semester or 45 quarter hours for each year of the required work experience.
  • Vocational/technical training in the 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.

The Department of Management Services is committed to increasing recruitment and hiring of individuals with disabilities and improving employment outcomes.

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must contact the DMS Human Resources (HR) Office at (850) 488-2707. DMS requests applicants notify HR in advance to allow sufficient time to provide the accommodation.

DMS appreciates the service and sacrifices made by veterans and their family members.  Further, DMS recognizes the immeasurable value veterans bring to the workplace and is committed to increasing the number of veterans that serve in its workforce.

Successful completion of background screening will be required for this position.

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.  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. 


Nearest Major Market: Tallahassee