PERSONAL SECRETARY I

Company: My Florida Corp Defunct
Location: Jacksonville
Posted on: May 27, 2023

Job Description:

PERSONAL SECRETARY I - 60025938
Date: May 16, 2023
Location:
JACKSONVILLE, FL, US, 32211
The State Personnel System is an E-Verify employer. For more information click on our E-Verify Website (http://www.dms.myflorida.com/workforce_operations/human_resource_management/for_job_applicants/e_verify) .
Requisition No: 802687
Agency: Children and Families
Working Title: PERSONAL SECRETARY I - 60025938
Position Number: 60025938
Salary: Between $1,200.00 - 2,360.19 Bi-Weekly
Posting Closing Date: 05/26/2023
Department of Children and Families
Office of Quality and Innovation
Jacksonville, Duval County, Florida
Personal Secretary - SES
Successful candidate will be compensated in accordance with DCF salary policy.
ANTICIPATED VACANCY
DESCRIPTION:
This is a complex responsible and independent position providing administrative and technical assistance to the Deputy Assistant Secretary in the office of Quality and Innovation. This position requires considerable independence and must interact with all levels of regional and Headquarter staff; interpret current policies and procedures; be familiar with DCF programs and services; make independent decisions to achieve resolution to problems; and research, compile data and prepare required written reports.
DUTIES/RESPONSIBILITIES:

• 
  
• 
  Assists Deputy Assistant Secretary in reviewing, analyzing, and preparing drafts of memoranda, reports and correspondence for administrative and operational decisions and policies. Prepares reports, spreadsheets, and database. Prepares a variety of routine correspondence, utilizing a personal computer with word processing capabilities. Independently handles routine administrative matters. Ensures Deputy Assistant Secretary is informed of all necessary issues.
  
  
• 
  Independently researches, analyzes, and compiles data for administrative decisions. Assists Deputy Assistant Secretary in conducting daily administrative matters, and any special projects.
  
  
• 
  Receives incoming calls and handles them or directs them to the appropriate place/person.
  
  
• 
  Maintains Outlook calendar for Deputy Assistant Secretary.
  
  
• 
  Arranges meeting space for meetings and other committee work. Receives, reviews, and routes all incoming mail, identifying and handling priority items.
  
  
• 
  Serves as Correspondence Liaison and attends OSES Correspondence & DCF Tracker Meetings. Serves as assignment coordinator and is responsible for distribution of assignments for PDAS staff through DCF Tracker. Ensures that OSES correspondence is assigned and processed timely. Ensures all correspondences and reports are reviewed for accuracy and completed by due date.
  
  
• 
  Purchases and processes billing invoices for supplies and equipment. Complies with mandatory requirement in Section 215.422 F.S. and Chapter 3A-20 of the Florida Administrative Code.
  
  
• 
  Provides administrative support as needed for monthly management meetings.
  
  
• 
  Performs other related duties and assignments as required.
  
  
  MINIMUM REQUIREMENTS:
  
  • 
    
  • 
    Two years of secretarial or clerical work 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 the 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.
    
    
  • 
    A high school diploma or its equivalent can substitute for one year of the required work experience.
    
    
    DESIRED KNOWLEDGE, SKILLS, AND ABILITIES:
    
    • 
      
    • 
      Knowledge of office procedures and practices;
      
      
    • 
      Knowledge of the methods of data collection;
      
      
    • 
      Knowledge of basic arithmetic;
      
      
    • 
      Ability to understand and apply applicable rules, regulations, policies, and procedures;
      
      
    • 
      Ability to plan, organize and coordinate work assignments;
      
      
    • 
      Ability to deal with the public tactfully and courteously;
      
      
    • 
      Ability to communicate effectively;
      
      
    • 
      Ability to utilize problem-solving techniques;
      
      
    • 
      Ability to establish and maintain effective working relationships with others and;
      
      
    • 
      Ability to work independently.
      
      
      EXAMPLES OF JOB CHARACTERISTICS
      Performing Administrative Activities
      Approving requests, handling paperwork, and performing day-to-day administrative tasks.
      Communicating With Other Workers
      Providing information and administrative support as needed to the office of licensing and the Assistant Deputy Secretary of the office of Quality and Innovation, fellow workers, and subordinates. This information can be exchanged face-to-face, in writing, or via telephone/electronic transfer.
      Analyzing Data or Information
      Identifying underlying principles, reasons, or facts by breaking down information or data into separate parts.
      Getting Information Needed to Do the Job
      Observing, receiving, and otherwise obtaining information from all relevant sources.
      Processing Information
      Compiling, coding, categorizing, calculating, tabulating, auditing, verifying, or processing information or data.
      Monitoring and Controlling Resources
      Monitoring and controlling resources and overseeing the spending of administrative money.
      Coordinating Work and Activities of Others
      Coordinating members of a workgroup to accomplish tasks.
      Interpreting Meaning of Information to Others
      Translating or explaining what information means and how it can be understood or used to support responses or feedback to others.
      Making Decisions and Solving Problems
      Combining, evaluating, and reasoning with information and data to make decisions and solve problems. These processes involve making decisions about the relative importance of information and choosing the best solution.
      Establishing and Maintaining Relationships
      Developing constructive and cooperative working relationships with others.
      The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.
      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.
      Nearest Major Market:Jacksonville

Keywords: My Florida Corp Defunct, Jacksonville , PERSONAL SECRETARY I, Administration, Clerical , Jacksonville, Florida