ADMINISTRATIVE SECRETARY - 48003354

Requisition No: 843264 

Agency: Department of Education

Working Title: ADMINISTRATIVE SECRETARY - 48003354

 Pay Plan: Career Service

Position Number: 48003354 

Salary:  33,760.08 

Posting Closing Date: 01/05/2025 

Total Compensation Estimator Tool

Florida Department of Education

Division of Public Schools

Bureau of Family and Community Outreach

Location: Tallahassee, Turlington Building

Administrative Secretary – CS

Position Number: 48003354

Salary Range: $33,760.08- $35,446.08

ANTICIPATED VACANCY

Applicants are typically hired at the minimum salary.

Our Organization and Mission

The mission of the Bureau of Family and Community Outreach is to empower families and communities with resources and information needed to promote a high-quality education for their children. The Bureau reaches out to serve Florida's diverse families and communities in several ways, including the Just for Parents online community.

Florida Department of Education

Office Contact

Devynn Allen, 850-245-0847

Job Description

The Administrative Secretary performs office work directly related to the Bureau of Family and Community Outreach (BFCO). Duties related to the Administrative Secretary include, but are not limited to answering phones, setting the Bureau Chief’s daily agenda, reviewing and/or preparing correspondence, handling IT requests, interpreting administrative and operating policies and procedures, recommending improvements in administrative procedures as needed, supporting the coordination of office moves and cubicle modifications projects, assists 4 different directors within BFCO, processing and maintaining property surplus paperwork and filing systems. 

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.
• Plans for and tracks workflow including correspondence and workload assignments to clerical and administrative support staff.
• Alerts supervisor of workload problems anticipated in major assignments on a regular basis and provides follow-up on assignments made by the Administrator.
• Develops a system transmitting and tracking for DPS memos, technical assistance papers and travel.
• Prepares travel itineraries, makes travel arrangements and completes reimbursement requests for the staff for conferences, meetings, and technical assistance visits by the due date, informs the staff of topics to be discussed and background information when appropriate and prepares travel with agenda, car, hotel travel arrangements, and other pertinent travel information.
• Completes forms accurately, according to policy guidelines and by the deadline assigned.
• Copies for the Administrator all approved outgoing correspondence, memoranda, and other forms and documents following standard procedures before forwarding or mailing with copies being made, organized, and packaged per directions given and by the target date.
• Mails correspondence within the timeline agreed by the Administrator.
• Oversees filing of correspondence, reports and related office documents per established procedures, retrieves documents from files in a timely manner upon request keeps files current: and completes planned changes in filing, methods, and administrative systems by the target dates.
• Plans for and successfully completes staff development activities as agreed upon by Administrator.
• Provides direction and assistance, if requested, to other support staff in maintaining calendars and schedules so that section staff members can be contacted as necessary and provides monthly calendar to staff and chief.
• Conferences with supervisor when necessary to discuss workload and tasks assignments and to allocate responsibilities.
• Reviews outgoing work of Administrator and printed materials for section staff, when requested, for spelling, format, appearance, grammar, and routing.
• Coordinates with other sections on large mail outs and disseminates all designated materials to all persons/agencies copied on letters or marked dissemination list.
• Completes all typing/word processing assignments in appropriate formats, proofs against the original draft, and submits to the supervisor by the due date.
• Assist with clearing of purchasing card charges as needed.
• Assist with the preparation of purchase requisitions as needed.
• Performs additonal tasks assigned.

Who We’re Looking For

If you are looking for a new career opportunity that is in a diverse working environment that provides excellent advancement opportunities and professional growth, the Bureau of Family and Community Outreach is seeking motivated individuals to join our amazing team that exhibits the following qualities: Team Player, Effective Communicator, Goals and Achievement Oriented, Adaptable, Dependable, Self-motivated.

Knowledge, Skills, and Abilities

• Knowledge of standard business formats and styles for letters and business forms.
• Knowledge of office procedures and practices.
• Knowledge of the principles and techniques of effective communications.
• Knowledge of the methods of data collection.
• Skill in typing.
• Ability to take and transcribe dictation using notes or a dictating machine.
• Ability to organize files and other records.
• Ability to compile and analyze data for administrative decisions.
• Ability to organize and maintain records management systems.
• Ability to perform basic arithmetical calculations.
• Ability to use correct spelling, punctuation, and grammar.
• Ability to type letters, memoranda, and other standard business forms in correct format.
• Ability to operate general office equipment.
• Ability to handle telephone calls in a courteous and effective manner.
• Ability to plan, organize and coordinate work assignments.
• Ability to communicate effectively

Minimum Qualifications:

• High School Diploma or equivalent.
• 1 year of secretarial or clerical experience.
• Proficient in Microsoft Office Suite. 

Note

This is a full-time position located at 325 W. Gaines St., Tallahassee, FL. This position works in a fast-paced environment with shifting priorities. This SES position may be required to work beyond normal business hours and will be expected to manage multiple tasks, prioritize effectively and perform additional duties as required or assigned.

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:

• • 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. 

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.