Administrative Secretary

Office Contact

Kaitlyn Williams, 850-245-0798

Job Description

The position is assigned to the Dispute Resolution and Monitoring (DRM) section to assist the Educational Program Director and work collaboratively with the section staff in administrative work necessary to the operation of the unit. Employee’s time and effort are assigned to a dedicated function as indicated on the monthly payroll. Attendance at work is an essential job function. This position is expected to perform these duties with a minimum of direct supervision.

• This position is not approved for telework and must report to the location listed above.

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:

Office Management

• Maintains proficiency in the use of all office equipment; uses computer equipment for correspondence, memoranda, reports, resources and training materials; maintains quality control on all outgoing printed material; organizes and prepares materials as needed.
• Receives incoming telephone calls; screens items that can be handled personally; responds to basic technical information requests without supervision; forwards to program director or program specialists together with necessary background material; proofing, editing, and rewriting (for grammatical structure) letters, memos, and narrative reports which staff prepares for administrator's signature; maintains reading files of correspondence as requested.
• Maintains and updates complex documents, statistical tables, charts and graphs; edits and corrects work of originators; assists in reviewing requirements for the design of various documents, and forms within the section; researches and compiles data upon request; maintains current knowledge of equipment usage as changes are made; maintains and updates lists and address labels for section.
• Communicates with offices within the Department and provides timely communication with districts on the Bureau’s behalf; reads, prints, and transmits incoming and outgoing messages sent through electronic mail, and transmits documents and materials when requests are received.
• Maintains critical data entry and tracking systems for the dispute resolution process and the complaint (IDEA Indicator 16) portion of the General Supervision. Maintains extensive entry of critical data necessary to assist the Bureau in timely corrections of noncompliance database in the General Supervision platform and providing input for improvements to assist the Bureau in meeting federal requirements.
• Maintains calendar, prepares itineraries, and makes travel arrangements for staff; researches and summarizes materials for professional staff in conferences and meetings; attends staff development training activities related to assigned duties.
• Assists in problem-solving to support the needs of the compliance team which includes attending related meetings, creating response drafts for program specialists and outside contacts; and managing follow-up activities with the supervisor and other Bureau staff.

Policies & Procedures

• Maintains complete knowledge and information regarding agency policies and procedures as they affect the preparation and processing of various administrative forms and reports; maintains quality control in the execution of forms and reports.
• Researches the alphabetical and chronological files and records of office correspondence, monitoring reports, reference information and other materials; retrieves information requested from these files.

Purchasing

• Provides ordering/maintaining supplies.
• Serves as P-Card approver for the Dispute Resolution and Monitoring section and provides appropriate documentation for all charges; prepares and processes requisitions, MITs, and other reimbursement forms for purchase of goods and services in the bureau; checks orders upon delivery for completeness and accuracy.

Performs related duties as assigned by supervisor.

Who We’re Looking For

The ideal incumbent must be productive under tight timeframes, balance multiple and competing priorities and maintain goal-directed behavior and performance sometimes under stressful conditions. The incumbent must interact courteously with others. The performance and behavior of all employees must demonstrate consideration of the workload concerns of others and must not negatively affect productivity and morale of the unit. Attendance is an essential function.

Knowledge, Skills, and Abilities

• Ability to utilize computers and other standard business equipment effectively and efficiently in the execution of administrative support duties.
• Ability to convert documents to meet Section 508 compliance (an amendment to the Rehabilitation Act of 1973)
• Organizational skills, process multiple tasks efficiently and effectively.
• Produce communications, proof all correspondence, and adhere to established timelines.
• Coordinate travel and schedules.

Minimum Qualifications

• Ability to communicate effectively including verbal and written communication.
• Ability to provide work samples of writing skills for grammar, editing and communication review.

APPLICATION INFORMATION & REQUIREMENTS

• Candidate Profile (application) must be complete in its entirety. Your packet may be held up at the final review step if you are missing the below items:

• Work History (entered with the most recent/current listed first):

• Any and all State of Florida jobs
• Any and all Florida University jobs
• All periods of employment from high school graduation
• Periods of unemployment
• Gaps 3 months or more*
• Education
• Volunteer Experience

• If claiming Veteran’s Preference, candidate MUST attach supporting documentation (DD214).

If you experience problems applying online, please call the People First Service Center at (877) 562-7287

WORKING FOR THE STATE OF FLORIDA HAS BENEFITS!

• State Group Insurance coverage 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
• Flexible Spending Accounts
• Tuition Fee Waivers
• Ongoing comprehensive training provided
• Career Growth
• Highly skilled, professional environment

LEAVE INFORMATION:

• Annual Leave - All full-time Career Service employees earn annual leave in varying increments dependent upon years of service.
• 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 for employment/volunteer undergo Level 2 background screening in accordance with the requirements of Chapter 435, Florida Statutes.