Executive Secretary

Florida Legislature; Tallahassee (FL); On-site; USD 36,000 - 54,000; Full time

Job summary

The Florida Legislature in Tallahassee is seeking an executive secretary to perform administrative tasks and support functions within a legislative office. Responsibilities include calendar management, meeting coordination, travel arrangements, and preparing routine correspondence.

The role requires discretion handling confidential information and strong word processing skills. Applicants should have a high school diploma (or equivalent) with secretarial experience; CPS can substitute

Qualifications

• High school diploma or equivalent with two years of secretarial/clerical experience.
• Certified Professional Secretary (CPS) certificate can substitute for required experience.
• College credit substitution at 30 sem hrs/45 qtr hrs per year of experience.
• Vocational/technical training can substitute at 720 classroom hours per year.
• Proficiency typing at 50 wpm and MS Word proficiency.

Responsibilities

• Maintains appointment calendar, prepares itineraries, schedules meetings and conferences.
• Screens and processes mail; prepares routine replies for signature.
• Types correspondence, memos, reports; reviews grammar and content.
• Receives visitors; answers and routes calls; provides information.
• Prepares special reports and interprets rules and policies.
• Completes research assignments; compiles and analyzes data for decisions.
• Mails and files office correspondence; prepares travel vouchers.
• Makes local travel arrangements and purchase orders.
• May train and supervise secretarial staff; performs related duties.

Education

High school diploma or equivalent

CPS Certificate substitution

College hours substitution (30 sem hrs/45 qtr hrs per year)

720 classroom hours substitution (tech/vocational)

Typing 50 wpm and MS Word proficiency

Tools

Microsoft Word

Job description

This is executive secretarial work that includes duties of an administrative nature.

• Maintains appointment calendar, prepares itineraries, and schedules meetings and conferences; informs participants of topics to be discussed and may provide them with background information.
• Processes, screens, and distributes incoming mail; prepares replies to routine correspondence for signature.
• Types correspondence, memos, reports, and other administrative forms. May take dictation of confidential correspondence and official documents. Reviews all typed materials for grammar, punctuation, and content.
• Serves as office receptionist; greets, announces, and routes visitors; answers and routes incoming calls.
• Coordinates and assists in the preparation of special reports. Interprets rules, regulations, and policies; provides the information for the resolution of problems.
• Completes research assignments and projects as directed.
• Compiles and analyzes data for administrative decisions.
• Maintains files of office correspondence, research materials, and related information.
• Makes travel arrangements for staff and prepares travel vouchers.
• Maintains adequate office supplies for use by staff.
• Prepares local purchase orders and purchase requisitions.
• May direct and train secretarial and clerical employees in carrying out assignments.
• Performs other related duties as required.

• Knowledge of basic secretarial and office management skills.
• Knowledge of the legislative process.
• Knowledge of filing practices.
• Knowledge of personal computer programs.
• Skill in typing and in word processing.
• Ability to compose routine correspondence.
• Ability to independently carry out minor administrative functions and general office duties.
• Ability to organize files and other records.
• Ability to operate general office equipment.
• Ability to pay extreme attention to detail and review work for accuracy and quality of content.
• Ability to communicate effectively verbally and in writing and have strong interpersonal skills.
• Ability to handle confidential information.
• Ability to use correct spelling, punctuation, and grammar.
• Ability to organize work, follow and interpret instructions.
• Ability to work cooperatively as a team member and to contribute to the effective internal functioning of the operation.
• Ability to train others.
• Ability to supervise people.

A high school diploma or its equivalent and two years of secretarial and/or clerical experience. Possession of a Certified Professional Secretary (CPS) Certificate can substitute for the required experience. College education can substitute at the rate of 30 semester or 45 quarter hours for each year of the required work 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 work experience.

Special Requirement

Ability to type at a rate of 50 correct words per minute and to proficiently use Microsoft Word.