ADMINISTRATIVE SECRETARY - 48001537

Requisition No: 848418 

Agency: Department of Education

Working Title: ADMINISTRATIVE SECRETARY - 48001537

 Pay Plan: Career Service

Position Number: 48001537 

Salary:  $40,000 - $44,000 

Posting Closing Date: 04/03/2025 

Total Compensation Estimator Tool

Florida Department of Education

Division of Career and Adult Education

Bureau of Budget, Accountability and Assessment

 Tallahassee Turlington Building

Administrative Secretary - (CS)

Salary Range: $40,000 - $44,000

Florida Department of Education Mission Statement   

Every day the Department of Education works hand in hand with parents, teachers, educators, and community members to improve Florida's education system for students of all backgrounds and abilities. Our site reflects this cooperative relationship and the role that so many Floridians play in ensuring student success.

The FDOE’s mission for Florida’s Early Learning-20 education system is to increase the proficiency of all students within one seamless, efficient system, by allowing them the opportunity to expand their knowledge and skills through learning opportunities and research valued by students, parents, and communities.

Serving approximately 3 million students, 4,400 public schools, 28 colleges, 200,000 instructional staff, 46,000 college professors and administrators, and 340,000 full-time staff throughout the state, FDOE enhances programs and services for Florida’s students from early learning through college and career development. In addition, FDOE manages programs that assist individuals who are blind, visually-impaired, or disabled succeed either in school settings or careers - encouraging independence and self-sufficiency.

FDOE’s goal is to hire individuals to provide:

1. Higher Student Achievement
2. Seamless Articulation and Maximum Access
3. Skilled Workforce and Economic Development
4. Quality Services

Florida Department of Education 

 Office Contact

Ashley Olevitch 850-245-9292

Job Description

 This position serves as the administrative secretary to the Bureau of Adult Education in the Division of Career and Adult Education and performs a variety of complex secretarial and administrative duties requiring a working knowledge of workforce education. This position performs administrative responsibilities to support Adult General Education, High School Equivalency and the Farmworker Career Development Program.

*This position is not approved for telework and must report to the location listed above.

Duties and Responsibilities

 (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.)

The Florida Department of Education (FDOE) has an open position that is responsible for executing the following functions:

• The 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.

• The 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.

• Supports staff responsible for the implementation of the Adult Education State Plan and ensure that local providers are implementing Adult Education services in accordance with state and federal guidelines.

• Supports staff that provides Technical Assistance to local providers on how to implement and carry out Adult Education programs, services and activities.

• Supports staff responsible for the implementation of the Adult Education State Plan and ensure that local providers are implementing Integrated English Literacy and Civics Education services in accordance with state and federal guidelines.

• Supports staff responsible for providing Technical Assistance to local providers on how to implement and carry out Integrated English Literacy and Civics Education programs, services and activities.

• Sets up and maintains Excel spreadsheets for tracking grants in the Adult Education Services section and tracks any required information for IET Programs.

• Plans and organizes format and electronic publishing of Technical Assistance Papers, State Plans, and other documents utilizing word processing system.

• Performs revision and word processing of correspondence, memos, reports, and other office documents from rough draft and finalized copy for Adult Education.

• Employee complies with guidelines of Section 215.422, F.S., as it pertains to the direct responsibilities of this position and the Adult Education Services.

• Employee manages and keeps up to date a directory of adult education program locations in the state of Florida.

• Handles all travel materials and assists with travel and workshop arrangements for the Bureau of Adult Education:
  1. Prepares requisitions for travel, makes all necessary travel arrangements for professional staff as requested.
  2. Prepares accurate and correct travel itineraries upon request,
  3. Ensures all backup materials are attached to travel itineraries.
  4. Keeps employee files of travel requests and reimbursement.
  5. Maintains an accurate computerized budget for travel expenses.

• Creates such documents, memos, letters and other printed materials using word processing applications and software programs in timely manner.

• Prepares requisitions as needed through My Florida Marketplace.

• Participates in appropriate in-service training activities to promote personal development incorporating the department’s overall goals and objectives (e.g., Total Quality Management, Career Development, Time Management, etc.).

• Provides technical support and review for the Adult Education Bureau’s presentations.

• Prepares materials and folders for meetings, workshops, and conferences.

• Processes incoming/outgoing mail.

• Performs other related duties as required.

• Attendance is an essential function of this position.

Who We’re Looking For

The ideal incumbent must be productive under tight timeframes, balance multiple and competing priorities and maintain goal-directed behavior and performance sometimes under stressful conditions. The incumbent must interact courteously with others. The performance and behavior of all employees must demonstrate consideration of the workload concerns of others and must not negatively affect productivity and morale of the unity. Attendance is an essential function.

Knowledge, Skills, and Abilities

• Knowledge of laws, regulations and procedures pertaining to many Department of Education, university, community college, and public school programs.

• Knowledge of letter, report and tabular formats.
• Knowledge of correct spelling, punctuation and grammar usage.
• Ability to communicate both verbally and in writing.
• Ability to establish and maintain effective working relationship with others.
• Ability to use e-mail.
• Ability to use software programs such as Word, Access, Excel, PowerPoint.
• Ability to prioritize workload.

Minimum Qualifications:

• Ability to provide work samples of writing skills for grammar, editing and communication review.
• Proficient in using software applications for travel planning and budgeting, including tools for booking accommodations and transportation, managing itineraries, tracking expenses, and generating financial reports.

Preferred Qualifications

Preferences will be given to applicants who have excellent writing skills and presentation experience.

APPLICATION INFORMATION & REQUIREMENTS

Candidate Profile (application) must be complete in its entirety. Your packet may be held up at the final review step if you are missing the below items:

• Work History (entered with the most recent/current listed first):
  • Any and all State of Florida jobs
  • Any and all Florida University jobs
  • All periods of employment from high school graduation
  • Periods of unemployment
  • Gaps 3 months or more*
  • Education
  • Volunteer Experience
• Include supervisor names and phone numbers including current place of employment.
• *Gaps 3 months or more must be addressed – you will need to account for and explain any gaps in employment including unemployment. You can either list these in your application under Period of Employment or attach a word document listing your gaps.
• Experience, education, training, knowledge, skills and/or abilities as well as responses to pre-qualifying questions must be verifiable to meet the minimum qualifications.  
• It is unacceptable to use the statement “See Resume” in place of entering work history. Your candidate profile will convert to your official application.

• If claiming Veteran’s Preference, candidate MUST attach supporting documentation (DD214).
• If claiming Right to First Interview, candidate MUST attach a copy of your official layoff letter when applying. This only applies to employees laid off from Career Service positions.
• All documentation is due by the close of the vacancy announcement.

If you experience problems applying online, please call the People First Service Center at (877) 562-7287

WORKING FOR THE STATE OF FLORIDA HAS BENEFITS!

*State Group Insurance coverage options+
(health, life, dental, vision, and other supplemental option)

*Retirement plan options, including employer contributions (www.myfrs.com)

* Nine paid holidays and a Personal Holiday each year

* Annual and Sick Leave Benefits

* Student Loan Forgiveness Program (Eligibility required)

* Flexible Spending Accounts

* Tuition Fee Waivers (Accepted by major Florida colleges/universities)

* Ongoing comprehensive training provided

* Career Growth      

* Highly skilled, professional environment

*Maternity and Parental Leave Benefits

For a more complete list of benefits, visit www.mybenefits.myflorida.com

*We care about the success of our employees.

* We care about the success of our clients.

*We are always improving our technology, our tools, our customer’s experiences and ourselves.

*A rewarding experience for reliable, compassionate and professional employees.

LEAVE INFORMATION: (CS)

• • Annual Leave - All full-time Career Service employees filling established positions earn annual leave in varying increments dependent upon years of creditable service. 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.
  • Sick Leave -. Career Service employees earn 8.667 hours of sick leave credits per month

BACKGROUND SCREENING REQUIREMENT

It is the policy of the Florida Department of Education that applicants for employment/volunteer undergo Level 2 background screening in accordance with the requirements of Chapter 435, Florida Statutes, as a condition of employment or being permitted to serve as a volunteer. You will be required to provide your Social Security Number to conduct required verifications. No applicant for a designated position will be employed, contracted 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, finger printing for all purposes and checks under this requirement, statewide criminal and juvenile records checks through the Florida Department of Law Enforcement, federal criminal records check through the Federal Bureau of Investigation, and local criminal records checks through local law enforcement.

SPECIAL REQUIREMENTS: 

Selective Services System (SSS)

Male applicants born on or after October 1, 1962 will not be eligible for hire or promotion in the Other Personal Services (OPS) or Career Service, or appointment in the Selected Exempt Service (SES) or Senior Management Service (SMS) unless they are registered with the Selective Service System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS. Verification of Selective Service registration will be conducted prior to hire.  For more information, please visit the Selective Service website.

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.