ADMINISTRATIVE SECRETARY - 48003317

Requisition No: 843479 

Agency: Department of Education

Working Title: ADMINISTRATIVE SECRETARY - 48003317

 Pay Plan: Career Service

Position Number: 48003317 

Salary:  33,760.00-38,824.00 

Posting Closing Date: 01/09/2025 

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

Salary Range: $33,760.00 - $38,824.00

Candidates are typically hired at the minimum salary.

This advertisement may be used to fill multiple vacancies for up to six months.

Mission of the Bureau of Exceptional Education and Student Services

The Bureau of Exceptional Education and Student Services 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 eligible students with disabilities.

Office Contact

Kaitlyn Williams, 850-245-0798

Job Description

The position is assigned to the Dispute Resolution and Monitoring (DRM) section to assist the Educational Program Director and work collaboratively with the section staff in administrative work necessary to the operation of the unit. Employee’s time and effort are assigned to a dedicated function as 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.

*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:

Office Management:

• Maintains proficiency in the use of all office equipment; uses computer equipment for correspondence, memoranda, reports, resources and training materials; maintains quality control on all outgoing printed material; organizes and prepares materials as needed.
• Receives incoming telephone calls; screens items that can be handled personally; responds to basic technical information requests without supervision; forwards to program director or program specialists together with necessary background material. receiving and reading incoming mail and screen items, assigning appropriate staff for response; proofing, editing, and rewriting (for grammatical structure) letters, memos, and narrative reports which staff prepares for administrator's signature; maintains reading files of correspondence as requested.
• Maintains and updates complex documents, statistical tables, charts and graphs; edits and corrects work of originators; assists in reviewing requirements for the design of various documents, and forms within the section; researches and compiles data upon request; maintains current knowledge of equipment usage as changes are made; maintains and updates lists and address labels for section.
• Communicates with offices within the Department and provides timely communication with districts on the Bureau’s behalf; reads, prints, and transmits incoming and outgoing messages sent through electronic mail, and transmits documents and materials when requests are received.
• Maintains critical data entry and tracking systems for the dispute resolution process and the complaint (IDEA Indicator 16) portion of the General Supervision. Maintains extensive entry of critical data necessary to assist the Bureau in timely corrections of noncompliance database in the General Supervision platform and providing input for improvements to assist the Bureau in meeting federal requirements.
• Maintains calendar, prepares itineraries, and makes travel arrangements for staff; researches and summarizes materials for professional staff in conferences and meetings; attends staff development training activities related to assigned duties.
• Assists in problem-solving to support the needs of the compliance team which includes attending related meetings, creating response drafts for program specialists and outside contacts; and managing follow-up activities with the supervisor and other Bureau staff.

Policies & Procedures:

• Maintains complete knowledge and information regarding agency policies and procedures as they affect the preparation and processing of various administrative forms and reports; maintains quality control in the execution of forms and reports.
• Researches the alphabetical and chronological files and records of office correspondence, monitoring reports, reference information and other materials; retrieves information requested from these files.

Purchasing:

• Provides ordering/maintaining supplies.
• Serves as P-Card approver for the Dispute Resolution and Monitoring section and provides appropriate documentation for all charges; prepares and processes requisitions, MITs, and other reimbursement forms for purchase of goods and services in the bureau; checks orders upon delivery for completeness and accuracy.

Performs related duties as assigned by supervisor.

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

• Ability to utilize computers and other standard business equipment effectively and efficiently in the execution of administrative support duties.
• Ability to convert documents to meet Section 508 compliance (an amendment to the Rehabilitation Act of 1973)
• Organizational skills, process multiple tasks efficiently and effectively.
• Produce communications, proof all correspondence, and adhere to established timelines.
• Organizational skills, process multiple tasks efficiently and effectively. 
• Coordinate travel and schedules.
• Produce communications, proof all correspondence, and adhere to established timelines.

Minimum Qualifications:

• Ability to communicate effectively including verbal and written communication.
• Ability to provide work samples of writing skills for grammar, editing and communication review.

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!

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

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. 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, 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.