ADMINISTRATIVE SECRETARY - 48003651

Requisition No: 858924 

Agency: Department of Education

Working Title: ADMINISTRATIVE SECRETARY - 48003651

 Pay Plan: Career Service

Position Number: 48003651 

Salary:  $34,760.00 - $36,498.00 

Posting Closing Date: 08/28/2025 

Total Compensation Estimator Tool

Florida Department of Education

Division of Public Schools

Office of Professional Practices Services

Location: Tallahassee Turlington Building

Position Title: Administrative Secretary (CS)

Salary Range: $34,760.00 - $36,498.00

CANDIDATES ARE TYPICALLY HIRED AT THE MINIMUM SALARY

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

APPLICATION INFORMATION & HIRING REQUIREMENTS

Application Information:

• Your Candidate Profile (application) must be complete in its entirety.
• Work History (in easy to review chronological order) Consists of:

• • Any position held by a State of Florida Agency
  • Any position held by a Florida University
  • All periods of employment from high school graduation
  • All periods of current or prior unemployment
  • Gaps 3 months or more must be accounted for*
  • Any Education
  • Any Volunteer Experience
  • Your resume and application must match
• *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.
• It is unacceptable to use the statement “See Resume” in place of entering work history. Your candidate profile will be converted to your official application.
• Include supervisor names and phone numbers for reference checks or the contact information for your Human Resources office to verify current or former employment.
• Experience, education, training, knowledge, skills and/or abilities as well as responses to pre-qualifying questions must be verifiable to meet the minimum qualifications.  

Hiring Information and Requirements:

• The Bureau of Personnel Management reviews every application for prior State of Florida and Florida University work history in the People First system.

• If claiming Veteran’s Preference, the candidate MUST attach supporting documentation such as the DD214 and your VA Letter that reflects level of disability if applicable. Applicable to career service positions only.
• If claiming Right to First Interview, the candidate MUST attach a copy of your official layoff letter when applying. This only applies to employees laid off from Career Service positions. Applicable to career service positions only.

If you are missing any of the items above, your packet may be held up at the final review step.

NOTE: Responses to qualifying questions must be clearly supported by the state application and any omission, falsification, or misrepresentation in the answering of the qualifying questions will be cause for immediate elimination from the selection process.

OFFICE CONTACT:

Cheyenne Silva: 850-245-9491

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.

DUTIES & 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.
• Assist 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.
• Communicate 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 microfiche/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.
• Perform tasks related to procurement of office supplies.
• Maintains accurate records and properly documents confidential records, in both hard copy and electronic formats.
• Assists 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:

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.

MINIMUM QUALIFICATIONS

• Ability to communicate effectively including verbal and written communication
• Experience with Microsoft (Outlook, Word, PowerPoint, Excel)
• Ability to plan, organize and coordinate work assignments.

PREFERRED QUALIFICATIONS:

Preferences will be given to:

• Ability to understand and apply Florida Statutes
• Knowledge of internal control concepts
• Ability to analyze and interpret data
• Ability to solve problems

EDUCATIONAL SUBSITITUIONS:

SB 1310: Substitution of Work Experience for Postsecondary Education Requirements.

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

Related work experience may not substitute for any licensure, certification, or registration required by an agency and indicated in the advertised job description.

OFFICE OF PROFESSIONAL PRACTICES SERVICES MISSION STATEMENT:

The Florida Department of Education Office of Professional Practice Services administers a state-level grievance process and plays an integral part in ensuring that appropriate disciplinary actions are taken against the certificate of an educator certified to teach in Florida. The Office of Professional Practices Services (PPS) investigates alleged misconduct by educators in Florida who hold an educator’s certificate and pursues disciplinary actions against the certificates of educators found to have committed acts of misconduct. The PPS investigates when facts are presented which show a violation has occurred as provided in s. 1012.796, Florida Statutes, and defined by rules of the State Board of Education. Such facts provide the basis to further investigate whether the educator has broken the law or violated the Principles of Professional Conduct, which outline the standards of conduct expected of certified educators in Florida.

Professional Practices Services Website

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.

SELECTIVE SERVICE SYSTEM (SSS) AND REQUIREMENT

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.

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

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.