Requisition No: 819453 

Agency: Department of Education

Working Title: ADMINISTRATIVE SECRETARY - 48003700

 Pay Plan: Career Service

Position Number: 48003700 

Salary: $32,760 - $39,312.00 

Posting Closing Date: 04/23/2024 

Total Compensation Estimator Tool

Florida Department of Education

Bureau of Exceptional Education and Student Services

Location: Tallahassee Turlington Building

Administrative Secretary – Career Service

Salary Range: $32,760.00 - $39,312.00

Mission of the Bureau

“The Bureau of Exceptional Education and Student Services administers programs for students with disabilities. Additionally, the bureau coordinates student services throughout the state and participates in multiple inter-agency efforts designed to strengthen the quality and variety of services available to eligible students with disabilities.

Bureau of Exceptional Education and Student Services' Webpage

Job Description

This position will support the management of the section’s discretionary project grants including preparation, tracking, processing applications, grant approvals, and maintaining both electronic and paper grant documents. You will be proofing, editing, and rewriting correspondence. You will also assist in answering the large volume of parent and stakeholder calls the bureau receives; provide back-up for other support positions as needed and assist in reviewing section 508 compliance requirements for the design of various publications. This position provides administrative support by maintaining supplies, preparing itineraries, and making travel arrangements for professional staff.

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 Exceptional Education and Student 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.

Office Contact

Chelsea Strickland, 850-245-0475

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:

• Maintains proficiency in the use of all office equipment. Effectively uses word processing for correspondence, memoranda, reports, and resource and training materials. Maintains quality control on all outgoing printed material. Organizes and prepares materials for duplication, printing, and distribution.
• Maintains complete knowledge and information regarding agency policies and procedures as they affect the preparation and processing of various administrative forms and reports and maintains quality control in the execution of forms and reports.
• Serves as personal assistant to the Senior Education Program Director by planning, initiating, and carrying out to completion clerical, secretarial, and administrative activities.
• Operates and/or utilizes a variety of standard business and office machines and equipment including copiers, computers, printers, etc.
• Maintains travel itineraries, makes travel arrangements, completes travel voucher requests for reimbursement, and maintains travel expense records.
• Arrange for meetings including space, time, and place; inform participants of topics to be discussed; compile materials for meetings.
• Operates and maintains the system for tracking all correspondence and data requests for the Program Accountability, Assessment, and Data Systems section.
• Maintains the Senior Education Program Director’s calendar.
• Compiles and analyzes data needed for administrative decisions.
• Maintains reading files of correspondence for section staff.
• Serves as CorrFlow Liaison for the Bureau.
• Works with the Paperless System and Serves as the Paperless Contact for the Bureau.
• Prepare and process preapprovals for commodities to be purchased using the ARIBA system and serve as P-Card approver for the section.
• Performs related duties as assigned by supervisor.

Knowledge, Skills, and Abilities

• Knowledge of Department procedures for purchasing travel, equipment inventory, and correspondence.
• Skilled in the use of office equipment and standard office software products.

WORKING FOR THE STATE OF FLORIDA HAS BENEFITS!

For a more complete list of benefits, visit www.mybenefits.myflorida.com.

 Additional Benefits Information

• State of Florida Retirement package – 3% employee contribution required
• Health Insurance for Individual or Family Coverage – Employee pays (Individual $8.34/month or Family $30.00/month)
• Life Insurance – State pays 100% of premium
• Additional supplemental insurances available such as dental, vision, etc.
• Tax Deferred Medical and Child Care Reimbursement Accounts available
• Tax Deferred Savings Program available through payroll deduction

LEAVE INFORMATION:

• • Annual Leave - Employees in Senior Management Service and Selected Exempt Service positions are be credited with 176 hours of annual leave upon appointment. In subsequent years, the annual allotment is credited on the anniversary date of initial appointment.
  • Sick Leave -. Employees in Senior Management Service and Selected Exempt Service positions shall be credited with 104 hours of sick leave upon appointment. In subsequent years, the annual allotment is credited on the anniversary date of initial appointment.

APPLICATION NOTES

Candidate Profile (application) must be complete in its entirety.

• Include supervisor names and phone numbers of all periods of employment.
• Account for and explain any gaps in employment so that the hiring process is not delayed. Gaps of employment 3 months or more MUST be addressed on application.
• 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.
• Periods of employment should be entered with the most recent/current listed first.

• If claiming Veteran’s Preference, candidate MUST attach supporting documentation (DD214).
• If claiming Right to Interview, candidate MUST attach a copy of your official layoff letter when applying.
• 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

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. No applicant for a designated position will be employed 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, fingerprinting for statewide criminal and juvenile records checks through the Florida Department of Law Enforcement, and federal criminal records checks through the Federal Bureau of Investigation and may include local criminal records checks through local law enforcement agencies.

SPECIAL REQUIREMENTS:

You will be required to provide your Social Security Number to conduct required verifications.

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 Social Security 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.