ADMINISTRATIVE SECRETARY

Administrative Secretary

This position performs intermediate-level work under the direct supervision of the Bureau Chief of Budget, Accountability & Assessment in the Division of Career and Adult Education. Position serves as the assistant to the Chief and performs a variety of secretarial and administrative duties requiring a general knowledge of workforce education. This position provides support to staff responsible for implementing the Adult Education State Plan and ensuring that local providers deliver Adult Education and Integrated English Literacy and Civics Education (IELCE) services in compliance with state and federal guidelines, while also providing technical assistance to local providers on the implementation and administration of Adult Education and IELCE programs, services, and activities.

Duties and Responsibilities:

• Create and maintains Excel spreadsheets for tracking grants in the Adult Education Services section and tracks any required information for IET Programs.
• Plans and organize format and electronic publishing of Technical Assistance Papers, State Plans, and other documents utilizing word processing system.
• Reviews and revises correspondence, memos, reports, and other office documents from rough draft and finalized copy for Adult Education.
• Travel Authorization Preparation/Submission: Coordinates, prepares and processes travel authorizations and reimbursements. Responsible for coordinating travel logistics and itineraries. Track travel expenditures and project estimated cost for planning purposes. Maintains employee files of travel requests and reimbursement and an accurate computerized budget for travel expenses.
• Creates documents, memos, letters and other printed materials using word processing applications and software programs.
• Creates and submits purchase requisitions in MyFloridaMarketplace (MFMP).
• Participates in appropriate in-service training activities to promote personal development incorporating the department's overall goals and objectives (e.g., Total Quality Management, Career Development, Time Management, etc.).
• Edit and formats documents and PowerPoint presentations to ensure professional quality and accuracy.
• Prepares binders, folders, and materials for events, including materials required by the Bureau Chief.
• Processes incoming/outgoing mail.
• Performs other related duties as required.

Knowledge, Skills and Abilities, Including Utilization of Equipment, Required for the Position:

• Knowledge of office procedures and practices.
• Knowledge of the methods of data collection.
• Ability to be productive under tight timeframes, balance multiple and competing priorities and maintain goal.
• Ability to work and perform under stressful conditions.
• Ability to demonstrate consideration of the workload concerns of others and must not negatively affect productivity and morale of the unit.
• Ability to organize and maintain information.
• Ability to communicate effectively both in writing and speaking.
• Ability to coordinate meetings & travel arrangements.
• Ability to use computers including WORD, EXCEL, ACCESS, OUTLOOK, Internet and various databases.
• Ability to prioritize and organize multiple assignments and set deadlines.
• Ability to perform basic arithmetic calculations.
• Ability to understand and apply applicable rules, regulations, policies and procedures.
• Ability to deal with the public in a tactful and courteous manner.
• Ability to work independently.
• Ability to utilize problem-solving techniques.
• Ability to establish and maintain effective working relationships with others.
• Ability to train others.
• Ability to demonstrate consistent and reliable attendance.

Minimum Qualifications Required Licensure/Registration/Certification/Experience or Education:

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

Preferred Qualifications:

• Preferences will be given to applicants who have two to four years of professional experience as an administrative secretary or in similar roles.
• Applicants who complete application information and hire requirements listed in the advertisement to completion.
• Educational substitutions are available as per F.S. 112.219.

Florida Department of Education Mission Statement:

Every day the Department of Education works hand in hand with parents, teachers, educators, and community members to improve Florida's education system for students of all backgrounds and abilities. Our site reflects this cooperative relationship and the role that so many Floridians play in ensuring student success. The FDOE's mission for Florida's Early Learning-20 education system is to increase the proficiency of all students within one seamless, efficient system, by allowing them the opportunity to expand their knowledge and skills through learning opportunities and research valued by students, parents, and communities.

Working for the State of Florida has benefits!

• State Group Insurance coverage options (health, life, dental, vision, and other supplemental option)
• 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

We care about the success of our employees. We care about the success of our clients. We are always improving our technology, our tools, our customer's experiences and ourselves. A rewarding experience for reliable, compassionate and professional employees.

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.
• Employees with up to 5 years of creditable service earn 8.667 hours per month, with 5 to 10 years earn 10.833 hours per month and those with over 10 years of service earn 13 hours per month.
• 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. You will be required to provide your Social Security Number to conduct required verifications.

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. Verification of Selective Service registration will be conducted prior to hire. For more information, please visit the Selective Service website.

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.

If you experience problems applying online, please call the People First Service Center at View phone number on click.appcast.io. 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 View phone number on click.appcast.io). 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