Administrative Secretary - Division of Vocational Rehabilitation

Application Requirements:

• All fields must be complete (supervisor name, phone numbers, addresses, etc.),
• Gaps in employment that exceed three (3) months must be explained.
• All employment history must be included following the highest education level achieved.

Job Description

Serves as the receptionist for the Division of Vocational Rehabilitation’s Units 14B and 14C by responding to inquiries from visitors, customers, vendors, and the public. Handles clerical tasks like drafting correspondence, scheduling appointments, maintaining files, and providing information to callers.

The incumbent will provide administrative support to both units by answering the main line, assisting walk-ins, taking referrals, and scheduling appointments, processing mail, assisting customers with questions, and returning calls. This individual will also take and enter referrals and assist the unit with orientation. Completion of these duties will support the unit in providing quality and timely customer service, which is of utmost importance for our VR customers.

Attendance is an essential function of this position.

Will perform other related duties as assigned.

Minimum Qualifications

Two years of secretarial or clerical work experience.

Acceptable substitutions:

• Possession of a Certified Professional Secretary Certificate.
• College education from an accredited institution 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 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.

Knowledge, Skills, and Abilities

Knowledge of:

• Office procedures
• Correct spelling, punctuation, and grammar
• Basic arithmetic
• Filing practices
• Techniques for handling telephone calls courteously and efficiently

Skills:

• Microsoft Word and Excel
• Typing
• Operating general office equipment

Ability to:

• Organize files and records
• Perform basic arithmetic calculations
• Prepare letters, memoranda, and forms in correct format
• Manage telephone calls effectively and courteously
• Plan, organize, and coordinate work assignments
• Communicate effectively
• Establish and maintain effective working relationships
• Maintain confidentiality of customer information
• Use agency automated systems

What Benefits are Applicable to OPS Employees?

• State of Florida 401(a) FICA Alternative Plan – mandatory
• Workers Compensation – mandatory
• Reemployment Assistance (unemployment compensation) – mandatory
• Participation in State Group Insurance benefits – must meet eligibility requirements
• Deferred Compensation – voluntary
• Employment Assistance Program – voluntary

What Benefits are Not Applicable to OPS Employees?

• Any form of paid leave
• Paid holidays
• Participation in the Florida Retirement System
• Reinstatement or retention rights

Background Screening Requirements

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.