Administrative Secretary

4 weeks ago

Tallahassee, United States The State of Florida Full time $33,760 - $35,446
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.

Job Description

The Administrative Secretary performs office work directly related to the Bureau of Family and Community Outreach (BFCO). Duties include 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, supporting the coordination of office moves and cubicle modifications projects, assisting 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 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 for transmitting and tracking DPS memos, technical assistance papers, and travel.
  • Prepares travel itineraries, makes travel arrangements, and completes reimbursement requests for staff for conferences, meetings, and technical assistance visits.
  • 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 before forwarding or mailing.
  • Mails correspondence within the timeline agreed by the Administrator.
  • Oversees filing of correspondence, reports, and related office documents per established procedures.
  • 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.
  • Conferences with supervisor when necessary to discuss workload and task assignments.
  • Reviews outgoing work of Administrator and printed materials for section staff as requested.
  • 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 and submits to the supervisor by the due date.
  • Assists with clearing of purchasing card charges as needed.
  • Assists with the preparation of purchase requisitions as needed.
  • Performs additional tasks assigned.
Who We’re Looking For

If you are looking for a new career opportunity in a diverse working environment that provides excellent advancement opportunities and professional growth, the Bureau of Family and Community Outreach is seeking motivated individuals that exhibit 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 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.
APPLICATION INFORMATION & REQUIREMENTS
  • Candidate Profile (application) must be complete in its entirety.
  • Work History must include all State of Florida jobs, Florida University jobs, periods of employment from high school graduation, unemployment, and gaps 3 months or more.
  • Include supervisor names and phone numbers including current place of employment.
  • If claiming Veteran’s Preference, attach supporting documentation.
  • If claiming Right to First Interview, attach a copy of your official layoff letter when applying.
WORKING FOR THE STATE OF FLORIDA HAS BENEFITS
  • State Group Insurance coverage options (health, life, dental, vision, and other supplemental options).
  • Retirement plan options, including employer contributions.
  • Nine paid holidays and a Personal Holiday each year.
  • Annual and Sick Leave Benefits.
  • Student Loan Forgiveness Program (Eligibility required).
  • Flexible Spending Accounts.
  • Tuition Fee Waivers (Accepted by major Florida colleges/universities).
  • Ongoing comprehensive training provided.
  • Career Growth.
  • Highly skilled, professional environment.
  • Maternity and Parental Leave Benefits.

LEAVE INFORMATION

  • Annual Leave: All full-time Career Service employees earn annual leave in varying increments dependent upon years of creditable service. Employees with up to 5 years earn 8.667 hours per month, from 5 to 10 years earn 10.833 hours, and over 10 years earn 13 hours per month.
  • 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 undergo Level 2 background screening as a condition of employment. Background screening includes fingerprinting and criminal records checks.

SPECIAL REQUIREMENTS: Male applicants born on or after October 1, 1962 must be registered with the Selective Service System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS.

VETERANS’ PREFERENCE: Candidates eligible for Veterans’ Preference will receive preference in employment for Career Service vacancies and are encouraged to apply.

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