Share this Job

ADMINISTRATIVE SECRETARY - 42001337

Date: Apr 5, 2019

Location: APOPKA, FL, US, 32703

The State Personnel System is an E-Verify employer. For more information click on our E-Verify website.

Requisition No: 59432 

Agency: Agriculture and Consumer Services

Working Title: ADMINISTRATIVE SECRETARY - 42001337

Position Number: 42001337 

Salary:  $22,453.60 - $24,698.96 

Posting Closing Date: 04/19/2019 

ADMINISTRATIVE SECRETARY

FLORIDA DEPARTMENT OF AGRICULTURE AND CONSUMER SERVICES

DIVISION OF PLANT INDUSTRY

***OPEN COMPETITIVE OPPORTUNITY***

CONTACT:

Serena Stornaiuolo, (407) 884-2031

MINIMUM REQUIREMENTS:

A high school diploma or its equivalent and two (2) years of secretarial or office 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 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. 

Possession of a valid Driver License.

Applicants must complete all fields in the Candidate Profile.  Work history,
hours worked and formal education are required to be considered in
qualifying for this position.  Responses to Qualifying Questions must be
verifiable in the Candidate Profile.  Resumes and other documentation
can be attached to provide additional information.

The Florida Department of Agriculture and Consumer Services values
and supports employment of individuals with disabilities.  Qualified
individuals with disabilities are encouraged to apply.

ADDITIONAL REQUIREMENTS:

Occasional travel is required.

NOTES:

This position has vendor invoice/warrant processing responsibilities pursuant to 215.422, Florida Statutes.

JOB DUTIES:

GENERAL STATEMENT: This position serves as the secretary and receptionist for the Plant Inspection Regional Administrator for Region 2. The incumbent provides clerical support to the Regional Administrator in all facets of coordinating and reporting activities for the region.

The incumbent serves as an office receptionist with duties that include receiving and routing telephone calls, greeting, announcing and routing visitors and facilitating responses to requests for information. Additionally, the incumbent must stay informed of cooperating federal and state agencies’ contact information, duties and services that they provide. Lastly, the incumbent transcribes industry requests for special inspections and forwards the requests to the appropriate personnel for handling.

The incumbent develops and maintains filing systems for all regional correspondence and daily inspection reports; processes property inventory reports, and enters data into Plant Industry Trust Revenue (PITR); tracks accountable (prenumbered) forms for the region; and makes travel arrangements for regional conferences and workshops, including assisting with hotel reservations for staff as needed.

The incumbent is responsible for preparing and submitting the Regional Quarterly Report, reviewing and preparing a summary of all regional vehicle reports and inputting necessary data into the Florida Electronic Equipment Tracking (FLEET) system. All reports involve compiling information from other submitted reports, checking the accuracy of submitted information, inputting data into the Quarterly Performance Measures (QPM) database and maintaining files as necessary.

The incumbent is responsible for conducting fiscal activities for the regional administrator. Activities include: preparing requisitions and purchase orders (field), assembling and gathering signatures for recurring bill forms, maintaining vendors’ contact information and accessing and inputting information into the Administrative Image Management (AIMS) system.

The incumbent is responsible for maintaining and ordering supplies for the regional office and staff, including office supplies, printed forms, technical supplies and postage supplies (stamps and postage warrants) for the respective regions.

The incumbent compiles mail outs (electronic and paper type) to all other regional offices including any timely correspondence/communications, as well as processing/preparing all outbound mail, UPS and FedEx shipments to Gainesville.

The incumbent assists with emergency program functions as needed, including designing forms, spreadsheets and charts for documenting program information.

The incumbent provides liaison with other departments, agencies, and divisions as needed by the Regional Administrator.

The incumbent performs related work as directed by the Regional Administrator.

KNOWLEDGE, SKILLS AND ABILITIES:

  • Knowledge of Department and Division policy and office procedures.
  • Knowledge of grammar, spelling, punctuation and arithmetic.
  • Knowledge of formats for business letters and forms, and for filing practices; techniques in handling telephone calls and processing mail.
  • Skilled in typing, word processing, calculating.
  • Skilled in handling public inquiries and requests effectively and courteously.
  • Skilled in operating multiline telephone system.
  • Ability to compile and summarize information to develop reports.
  • Ability to operate general office equipment.
  • Ability to plan, organize and coordinate work assignments.
  • Ability to communicate effectively.
  • Ability to establish and maintain effective working relationships with others.
  • Ability to process and use email systems.
  • Ability to organize files and other records.
  • Ability to compile and analyze data for administrative decisions reports.
  • Ability to organize and maintain records management systems.

SPECIAL NOTES:

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: Orlando