SECRETARY SPECIALIST - 60021457

Requisition No: 839974 

Agency: Children and Families

Working Title: SECRETARY SPECIALIST - 60021457

 Pay Plan: Career Service

Position Number: 60021457 

Salary:  33760.00 

Posting Closing Date: 11/04/2024 

Total Compensation Estimator Tool

This position involves varied and moderately complex clerical work requiring the exercise of some independent judgment in the use of relatively involved work methods and procedures. Assignment of specific responsibility may vary upon needs and staffing of the program, however, an individual assigned to this position must be knowledgeable and able to perform all clerical support functions necessary for effective and efficient operations of the unit. The Secretary Specialist is to support the efforts of the Adult Protective Services Program. Specific examples of duties include but are not limited to:

Monitors the Florida Safe Families Network (FSFN) system and receives, records, and distributes abuse reports from the Florida Abuse Hotline in a timely and accurate manner per APS guidelines. Screens FSFN clients in FLMMIS and notifies supervisors of enrollment in SMMC LTC program. Maintains abuse reports, photos, medical records and all other documents associated with abuse reports in accordance with establised APS and office guidelines. Maintains case file records, correspondence, reports, and other materials. Assembles and summarizes information from files and documents in the office or other available sources for staff's use. Completes notifications to clients, state agencies, and community partners as required in APS operating policy. Archives FSFN and Protective Services reports and files. Scans investigative documentation, fascimiles, and photographs into FSFN case files and accurately notifies investigative staff.

Courteously answers a multi-line telephone system. Screens, routes calls, and takes accurate messages. Performs office receptionist duties. Completes employees' travel vouchers and other appropriate forms. Processes TES vouchers for the investigative and protective services units.

Operates and/or utilizes a variety of standard business and office machines and equipment including, but not limited to: personal computer, facsimile, printer, scanner, camera, dictation devices, multi-line phone, VTC equipment, projector, and copier.

Processes incoming and outgoing mail as instructed. Maintains office supplies for specific department/program. Records and distributes minutes from meetings as requested

Complies with and monitors compliance (when applicable) of the mandatory requirements of Section 215.422, Florida Statutes, and Chapter 3A-24 of the Florida Administrative Code. Complies with ADA and Auxiliary Aids policies. Performs other related work as required

Knowledge, skills and abilities, including utilization of equipment, required for the position: Knowledge of and/or familiar with Microsoft

Word, Microsoft Excel, Florida Safe Families Network, ARTS, FLMMIS, Outlook, Power Point, People First, My Florida Market Place, and

other office/departmental computer operating systems. Knowledge of all office equipment. Knowledge of standard business formats and

styles for letters and business forms. Knowledge of office procedures. Knowledge of correct spelling, punctuation and grammar usage.

Knowledge of basic arithmetic. Knowledge of basic filing practices. Knowledge of the techniques for handling telephone calls in a

courteous and efficient manner. Skill in typing. Ability to organize files and other records. 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. Ability to establish and maintain effective work practices

and work environment. High School diploma, vocational or technical training in secretarial duties, and/or possession of a Certified

Professional Secretary certificate. Two (2) years experience performing related secretarial and office duties can substitute for vocational,

technical, and certification requirements.

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.