ADMINISTRATIVE SECRETARY - 48003651 1 1

Requisition No: 841785 

Agency: Department of Education

Working Title: ADMINISTRATIVE SECRETARY - 48003651 1 1

 Pay Plan: Career Service

Position Number: 48003651 

Salary:  $33,742.80 - $35,430.00 

Posting Closing Date: 11/24/2024 

Total Compensation Estimator Tool

Florida Department of Education

Division of Public Schools

Office of Professional Practices Services

Location: Tallahassee, Turlington Building

Administrative Secretary – Career Service

Position Number: 48003651

Salary Range: $33,742.80 - $35,430.00

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

Our Organization and Mission

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.

Florida Department of Education

Office Contact

Khrystal Ellis, 850-245-5060

Job Description

The Administrative Secretary serves as the personnel liaison for the Office of Professional Practices Services. As such, he/she is responsible for preparing personnel actions, serving as timekeeper by maintaining attendance and leave records, and preparing position requisitions through the People First System. Timesheets will be completed in the People First System by the 5th business day of the following month. Confidentiality of these matters must always be maintained. 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 attendance, performance and behavior must demonstrate consideration of the unit's workload and obligations and must not negatively affect productivity and morale of the unit.

*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:

• Represents Professional Practices Services and serves as contact for districts, providing technical assistance to school districts, parents, students, the community, organizations, and agencies. This technical assistance includes the enforcement and administration of Sections 1012.315, 1012.796, and 1012.56, F.S. and 6A-10.080 and 6A-10.081, F.A.C., Rules of the State Board of Education.
• Assists in the assessment of alleged unethical behavior against certified educators for legal sufficiency as defined in Sections 1012.796 and 1012.315, F.S
• Assists in the assessment of background history of applicants for a Florida Educator Certificate as defined in Sections 1012.56 and 1012.315, F.S.
• Assists with general office responsibilities.
• Ensures some data and benchmarks of a case are accurately maintained and recorded.
• Communicates with others in an effective and courteous manner.
• Performs all bookkeeping tasks such as processing purchase requisitions, PPS bills, MITs, and contractor payments, and manages the office budget.
• Serves as logistics manager for Professional Practices Services and as personal assistant to the Chief.
• Performs personnel-related tasks including processing leave reports, OPS time sheets and payroll related paperwork.
• Prepares and processes forms for investigative files to be microfiched/retained and archived, checks microfiche for accuracy, and maintains microfiche/retention filing system.
• Prepares standard language legal documents for basic information provided by the Chief, prepares notices of legal action pertaining to Florida Educator Certificates, prepares and processes paperwork to advertise legal notices, and prepares and processes paperwork required for payment of legal notices.
• Prepares and processes authorizations to incur travel expenses and reimbursements.
• Prepares and processes authorizations, itineraries and vouchers for the office staff, attorneys, witnesses, and the Chief.
• Answers telephone and screens and routes calls as appropriate for the Chief and responds to inquiries for general information.
• Receives, sorts, and distributes mail and correspondence.
• Maintains files appropriate to PPS Office tasks.
• Performs tasks related to procurement of office supplies.
• Maintains accurate records and properly documents confidential records, in both hard copy and electronic formats.
• Assist in creation, preparation, documentation, dissemination, filing and retention of documents and materials.
• Responds to communications directed to the office.
• Prepares and processes technical assistance documents.
• Performs other duties as 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 Professional Practices Services 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

Ability to understand and apply Florida Statutes and FDOE rules and policies.

Knowledge of internal control concepts

Ability to analyze and interpret data.

Ability to solve problems.

Ability to communicate effectively verbally and in writing.

Ability to plan, organize and coordinate work assignments.

Knowledge of Microsoft Office software, including Outlook, Word, PowerPoint, and Excel

Minimum Qualifications:

• Ability to communicate effectively including verbal and written communication.
• Experience with Microsoft Outlook

Preferred Qualifications

Preferences will be given to applicants who have excellent writing skills, proficient public speaking abilities, educational or legal background, and a minimum of 1-2 years of law enforcement experience OR experience working at a K-12 school.

Educational Substitutions

SB 1310: Substitution of Work Experience for Postsecondary Education Requirements

• A bachelor’s degree from an accredited college or University or.
• A master’s degree from an accredited college or university.

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.