SECRETARY SPECIALIST - 60024373

Florida; Fort Lauderdale (FL); On-site; USD 38,000 - 52,000; Full time

Job summary

The State of Florida, Department of Children and Families in Fort Lauderdale, seeks a Secretary Specialist to perform complex secretarial duties in the Adult Protective Services Division. The role involves managing correspondence, calendars, and basic office operations to support program needs.

Qualifications require 2 years of secretarial/clerical experience or a Certified Professional Secretary certificate, with substitutions allowed for education or vocational training. E-Verify employer.

Qualifications

• Two years of secretarial or clerical work experience or
• Possession of a Certified Professional Secretary Certificate.
• College education substitution rules apply for experience.
• Vocational/technical training substitution rules apply for experience.
• High school diploma substitution for one year of experience.

Responsibilities

• Receives reports from the Florida Abuse hotline.
• Assigns reports to investigative staff and notifies other Agencies.
• Reads and screens incoming mail, forwards to supervisor or subordinates with background material.
• Maintains control records on correspondence and action documents.

Skills

Knowledge of business formats

Office procedures

Spelling, punctuation, grammar

Basic arithmetic

Basic filing

Telephone etiquette

Typing

File organization

Calendar management

Communication

Relationship building

Education

College education substitute (30 sem 45 quarter hours per year)

Vocational/technical training substitute (720 hours per year)

High school diploma substitute (1 year)

Certified Professional Secretary Certificate

Job description

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The State Personnel System is an E-Verify employer. For more information click on our E-Verify Website .

Requisition No:884246

Agency: Children and Families

Working Title: SECRETARY SPECIALIST - 60024373

This is secretarial work performing a variety of complex or technical secretarial duties. We are seeking a highly motivated individual to work in the Adult Protective Services Division.

EXAMPLES OF WORK PERFORMED:

(Note: The examples of work as listed in this class specification are not necessarily descriptive of any one position in the class. The omission of specific statements does not preclude management from assigning specific duties not listed herein if such duties are a logical assignment to the position. Examples of work performed are not to be used for allocation purposes.)

• Receives reports from the Florida Abuse hotline.
• Assigns reports to investigative staff and notifies other Agencies.
• Receives and reads incoming mail, screens items which can be handled personally, forwards the rest to supervisor or subordinates together with necessary background material.
• Maintains control records on the incoming correspondence and action documents and follows up on work in process to ensure timely reply or action.
• Maintains alphabetical and chronological files and records of office correspondence, documents, reports and other materials.
• Acts as office receptionist.
• Assists in expediting the work of the office including such matters as shifting clerical subordinates to take care of fluctuating workloads.
• Assembles and summarizes information from files and documents in the office or other available sources for the supervisor's use on the basis of general instructions as to the nature of the information needed.
• Composes and signs routine correspondence of a nontechnical nature in supervisor's name.
• Keeps supervisor's calendar by scheduling appointments and conferences with or without prior clearance.
• Performs all clerical work related to a particular phase of the supervisor's program, maintaining all records, and composing correspondence relative to the program.
• Operates and/or utilizes a variety of standard business and office machines and equipment.
• Performs other related work as required.
• Performs all clerical work related to a particular phase of the supervisor's program, maintaining all records, and composing correspondence relative to the program.

KNOWLEDGE, SKILLS AND ABILITIES:

(Note: The knowledge, skills and abilities (KSA's) identified in this class specification represent those needed to perform the duties of this class. Additional knowledge, skills and abilities may be applicable for individual positions in the employing agency.)

• Knowledge of standard business formats and styles for letters and business forms.
• Knowledge of office procedures.
• Knowledge of correct spelling, punctuation and grammar usage.
• Knowledge of basic arithmetic.
• Knowledge of basic filing practices.
• Knowledge of the techniques for handling telephone calls in a courteous and efficient manner.
• Skill in typing.
• Ability to organize files and other records.
• Ability to perform basic arithmetical calculations.
• Ability to use correct spelling, punctuation and grammar.
• Ability to type letters, memoranda and other standard business forms in correct format.
• Ability to operate general office equipment.
• Ability to handle telephone calls in a courteous and effective manner.
• Ability to plan, organize and coordinate work assignments.
• Ability to communicate effectively.
• Ability to establish and maintain effective working relationships with others.

MINIMUM QUALIFICATIONS

• 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.

It is the policy of the Florida Department of Children and Families that any applicant being considered for employment must successfully complete a State and National criminal history check as a condition of employment before beginning employment, and, if applicable, also be screened in accordance with the requirements of Chapter 435, F.S., and Chapter 408, F.S. No applicant may begin employment until the background screening results are received, reviewed for any disqualifying offenses, and approved by the Agency. Background screening shall include, but not be limited to, fingerprinting for State and Federal criminal records checks through the Florida Department of Law Enforcement (FDLE) and Federal Bureau of Investigation (FBI) and may include local criminal history checks through local law enforcement agencies.

Pursuant to Chapter 295, Florida Statutes, applicants eligible for Veterans’ Preference will receive preference in employment and are encouraged to apply. However, applicants claiming Veterans' Preference must attach supporting documentation with each application submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any others documentation as required by Rule 55A-7, Florida Administrative Code. All documentation is due by the closing date of the vacancy announcement. For information on the supporting documentation required, click here . Applicants may also fax their supporting documentation to People First at 1-888-403-2110.

If you experience problems applying online, please call the People First service center at [phone]

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer and does not tolerate discrimination or violence in the workplace. It is the policy of the Florida Department of Children and Families that any applicant being considered for employment must successfully complete a State and National criminal history check as a condition of employment before beginning employment, and, if applicable, also be screened in accordance with the requirements of Chapter 435, F.S., and Chapter 408, F.S. No applicant may begin employment until the background screening results are received, reviewed for any disqualifying offenses, and approved by the Agency. Background screening shall include, but not be limited to, fingerprinting for State and Federal criminal records checks through the Florida Department of Law Enforcement (FDLE) and Federal Bureau of Investigation (FBI) and may include local criminal history checks through local law enforcement agencies.

Applicants requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or the People First Service Center (1-877-562-7287). 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 accordancewith Section 112.0455, F.S., Drug-Free Workplace Act.

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.

Location:

FORT LAUDERDALE, FL, US, 33301

Nearest Major Market: Fort Lauderdale Nearest Secondary Market: Miami

For assistance, call the People First Service Center at [phone] Monday - Friday, 8:00 a.m. to 6:00 p.m., Eastern time. Pursuant to Florida Law, 110.211 F. S., the State of Florida is an EEO employer.