ADMINISTRATIVE SECRETARY - 48001619

Requisition No: 828915 

Agency: Department of Education

Working Title: ADMINISTRATIVE SECRETARY - 48001619

 Pay Plan: Career Service

Position Number: 48001619 

Salary:  $32,760 - $40,212 

Posting Closing Date: 05/21/2024 

Total Compensation Estimator Tool

Florida Department of Education

Division of Public Schools

Bureau of Exceptional Education and Student Services

Location: Tallahassee, Turlington Building

Administrative Secretary – Career Service

Position Number: 48001619

Salary Range: $32,760 – $40,212

Anticipated Vacancy

Mission of the Bureau

The Bureau of Exceptional Education and Student Service administers programs for students with disabilities. Additionally, the bureau coordinates student services throughout the state and participates in multiple inter-agency efforts designed to strengthen the quality and variety of services available to students with special needs.”

“The mission of exceptional student education in Florida, a committed alliance for the development of the unique gifts of each exceptional person, is to ensure the achievement of each and every individual's extraordinary purpose by expanding opportunities through collaboration of families, professionals, and communities who guarantee the highest expectations and individual success.”

Bureau of Exceptional Education and Student Services Web Page

Office Contact

Christina Whitfield, 850-245-5059

Job Description

This position is assigned to the Dispute Resolution and Monitoring (DRM) section to assist the Senior Director and section staff in administrative work necessary to the operation of the unit. Employee’s time and effort are assigned to a dedicated function as is indicated on the monthly payroll. Attendance at work is an essential job function. This position is expected to perform these duties with a minimum of direct supervision.

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:

• Serves as personal assistant to a Senior Educational Program Director by planning, initiating, and carrying out to completion clerical, secretarial, and administrative activities, including document preparation, tracking of all assigned correspondence, and maintenance of all equipment.
• Proofs, edits, and rewrites (for grammatical structure) letters, memos, and narrative reports which staff prepares for the Program Administrator and Bureau Chief’s signature.
• Makes arrangements for conferences including space, time, and place; informs participants of topics to be discussed; and may provide them with background information.
• Maintains section’s leave/travel calendars and green/blue slip correspondence; which includes accurately maintaining and updating the tracking log on a daily basis.
• Prepares and reviews travel documents to ensure that they comply with state regulations.
• Works with other staff in the Department related to P-card transactions.
• Prepares/processes purchase requisitions through MyFloridaMarketPlace.
• Receives and routes telephone calls; but may also provide answers to callers that involve interpretation of policies and procedures.
• Coordinates the work of other support staff within the section and provides office coverage.
• Performs other assignments, as needed.

Who We’re Looking For

This 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 the productivity and morale of the unit. Attendance is an essential function of this position.

Knowledge, Skills, and Abilities

• Effectively communicate and maintain collaborative working relationships with others (which include handling telephone calls and emails in a courteous and effective manner).
• Implement the Bureau’s and/or section’s office procedures (i.e., records management, formatting of letters, etc.).
• Effectively use Microsoft Word, Microsoft Outlook, and Power Point; demonstrate proficiency in typing skills.
• Compile and analyze data for administrative decisions; plan, organize, and coordinate work assignments.
• Proofread and edit: correcting spelling, punctuation, and grammatical errors when needed.
• Operate and/or learn to operate the Bureau’s office equipment.

Minimum Qualifications:

• Ability to communicate effectively including verbal and written communication.
• Ability to establish and maintain working relationships with multiple stakeholders.

APPLICATION INFORMATION & REQUIREMENTS

• 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
  • 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!

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

LEAVE INFORMATION:

• • 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. Employees in Senior Management Service and Selected Exempt Service positions are credited with 176 hours of annual leave upon appointment. In subsequent years, the annual allotment is credited on the anniversary date of the initial appointment.
  • 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 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.

SPECIAL REQUIREMENTS: 

You will be required to provide your Social Security Number to conduct required verifications.

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 Social Security 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.