ADMINISTRATIVE SECRETARY

Administrative Secretary - 48004926

The person in this position is expected to perform administrative support and/or technical assistance to a Vocational Rehabilitation (VR) unit and its customers.

Duties & Responsibilities:

• Assists VR Supervisor with tracking and monitoring Unit attendance and leave.
• Assists VR Supervisor in organizing, coordinating and prioritizing unit activities.
• Assists VR Supervisor in preparation of confidential personnel actions.
• Receives, tracks, and submits monthly reports as assigned.
• Processes and tracks monthly travel and submits to Area Office.
• Conducts inventory and orders supplies for the unit.
• Prepares and signs routine correspondence.
• Answers phones and files documents.
• Reviews closed files to ensure proper file order.
• Tracks transferred cases.
• Reviews, audits and processes authorizations for payment or cancellation.
• Works directly with customers to obtain and verify referral information.
• Verifies Customers' employment status.
• Schedules and notifies customers of appointments.
• Mentors support staff and conducts training both in the unit and/or outside the unit when requested.
• Participates in teams or committees as assigned.
• Performs other duties as assigned.

Knowledge, Skills and Abilities:

• Knowledge of standard business formats and styles for letters and business forms.
• Knowledge of office procedures and practices.
• Knowledge of the principles and techniques of effective communications.
• Knowledge of the methods of data collection.
• Skill in typing.
• Ability to take and transcribe dictation using notes or a dictating machine.
• Ability to organize files and other records.
• Ability to compile and analyze data for administrative decisions.
• Ability to organize and maintain records management systems.
• 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.
• Ability to use automated systems.
• Ability to demonstrate reliable and consistent attendance.

Minimum Qualifications:

• Two years of professional experience in secretarial or clerical work; or possession of a Certified Professional Secretary Certificate.
• Ability to communicate effectively including verbal and written communication.

Vocational Rehabilitation (VR) is a federal-state program that helps people who have physical or mental disabilities get or keep a job. VR is committed to helping people with disabilities find meaningful careers.

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 (Eligibility required)
• Flexible Spending Accounts
• Tuition Fee Waivers (Accepted by major Florida colleges/universities)
• Ongoing comprehensive training provided
• Career Growth
• Highly skilled, professional environment
• Maternity and Parental Leave Benefits

For a more complete list of benefits, visit

Leave Information:

• (CS) Annual Leave - All full-time Career Service employees filling established positions earn annual leave in varying increments dependent upon years of creditable 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, as a condition of employment or being permitted to serve as a volunteer.

Selective Service System (SSS) and Requirement:

Male applicants born on or after October 1, 1962, will not be eligible for hire or promotion in the Other Personal Services (OPS) or Career Service, or appointment in the Selected Exempt Service (SES) or Senior Management Service (SMS) unless they are registered with the Selective Service System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS.

Special Note:

Please note that this position requires an on-site schedule of 8:00 a.m. to 5:00 p.m., Monday through Friday. Telework is not available for this role.