Requisition No: 828406

Agency: Department of Education

Working Title: DOE/DVR - SECRETARY SPECIALIST - 48004466 - TAMPA

Pay Plan: Career Service

Position Number: 48004466

Salary: $2,730.00 - $3,412.00 per month

Posting Closing Date: 05/12/2024

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DIVISION OF VOCATIONAL REHABILITATION
9215 N. Florida Avenue

Tampa, Florida
POSITION: SECRETARY SPECIALIST
Position Number: 48004466

This Advertisement may be used to fill current and future vacancies for up to 6 months.

This position works in Tampa Unit 15C as a Secretary Specialist.

Preference may be given to qualified applicants:

• With fluent English/Spanish bilingual skills
• Experience providing direct customer service
• Experience processing invoices and/or medical insurance claims
• Experience working directly with persons with disabilities

• Applications should contain complete information including beginning and ending dates for each employer, address, supervisor’s name and contact information. Provide an explanation of gaps between employers greater than 3 months on the application.

Minimum Requirements:

Two years of secretarial or clerical work experience; or Possession of a Certified Professional Secretary Certificate. College education from an accredited institution can substitute at the rate of 30 semester or 45 quarter hours for each year of the required experience. Vocational/technical training in an area of secretarial science or office/business studies can substitute at the rate of 720 classroom hours for each year of the required experience. A high school diploma or its equivalent can substitute for one year of the required work experience.

Job Description:

This position performs receptionist duties for the Division of Vocational Rehabilitation. Provides a professional response to inquiries from visitors, customers, vendors and the general public. Screens incoming telephone calls and walk-ins, secures information and directs them to the appropriate source. Keeps log of visitors and maintains order in the reception area.

Processes outgoing and incoming mail and courier services. Date stamps incoming mail.

Receives, tracks, and submits monthly reports as assigned.

Prepares correspondence as assigned.

Provides filing support to meet deadlines and priorities.

Works directly with customers by obtaining and verifying referral information.

Inputs and updates referral information in the database and prepares new customer files.

Schedules customers for orientation.

Completes the Authorization process.

Verifies customers’ employment status.

Documents contact with customers and/or vendors. Contacts vendors regarding appointment dates, records, billing and fee codes. Follows-up on requests for information from vendors.

Participates on teams or committees as assigned.

Performs related duties as needed.

Attendance is an essential function of this position.

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; 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.

KNOWLEDGE, SKILLS, AND ABILITIES:

Communicate effectively with others both verbally and in writing as indicated by the needs of the audience

Knowledge of administrative and clerical procedures and systems

Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar

Knowledge of computer software including applications

Knowledge of principles and processes for providing customer services

Knowledge of operation of telecommunications systems

Ability to effectively utilize computer to complete job tasks.

State of Florida Employee Benefits:

• State of Florida Retirement - 3% Employee Contribution Required
• 10 Paid Holidays annually
• 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.
• Career Service employees earn 8.667 hours of sick leave credits per month
• Health Insurance for Individual or Family Coverage – State pays 80% of premium
• Life Insurance – State pays premium for $25,000 basic term life insurance for full time employee
• 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

Benefits information can be found on the following website: http://mybenefits.myflorida.com/

Background Screening Requirement:

It is the policy of the Florida Department of Education that applicants for employment undergo Level 2 employment screening in accordance with the requirements of Chapter 435, Florida Statutes, as a condition of employment or being permitted to serve as a volunteer.

All applicants for employment or to volunteer who are selected for an interview will be provided with the Consent to Background Screening form for level 2 screening, the Affidavit of Good Moral Character, and the Notice of Rights. The leading candidate for employment or to volunteer will be required to execute the Consent form and Affidavit, report to a designated location, and submit fingerprints for level 2 screening.

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.

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.