PERSONAL SECRETARY I

Requisition No: 849465

Agency: Children and Families

Working Title: PERSONAL SECRETARY I - 60065289- ESS Program

Pay Plan: SES

Position Number: 60065289

Salary: $61,000 to $68,000 annual

Posting Closing Date: 03/27/2025

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THIS IS AN OPEN COMPETITIVE OPPORTUNITY

This is an anticipated vacancy.

Personal Secretary I- SES

Economic Self Sufficiency Program

Department of Children and Families

THIS IS NOT A TELEWORK POSITION. CANDIDATE WILL BE REQUIRED TO WORK IN THE OFFICE.

Location: 2415 N. Monroe St., Tallahassee, FL 32303.

Some travel may be required.

Current employees will be compensated in accordance with the DCF salary policy.

This is a full-time position working 40 hours per week.

Business hours are 8:00 am - 5:00 pm EST, Monday - Friday.

Required Minimum Qualifications: ? At least five or more (5+) years of experience in an Executive level Assistant, secretarial, or clerical position in a professional office environment. ? Possession of a Certified Professional Secretary (CPS) Certificate can substitute for two (2) years of the required experience. ? At least three (3) years of customer service experience. ? Excellent verbal and written communication skills. ? Outstanding ability to organize data into logical format, prepare reports relating to program functions, compose correspondence with attention to detail, and excellent follow through and organizational skills, with the ability to plan, organize and coordinate work assignments. ? Excellent interpersonal skills with the ability to interact with all levels within an organization, particularly at senior levels, communicate effectively and establish and maintain effective working relationships with others. ? Proficient in Microsoft Office Suite (Teams, Outlook, PowerPoint, Word, Excel)

Preference will be given to candidates who meet the following criteria:
? Prior experience working with the State of Florida.
? Bachelor?s degree, or higher-level dregree, from an accredited college or university.
? Note: Be prepared to provide a copy of your degree/diploma or request official transcripts from your school in a sealed envelope. All documents must be in English, clear, and legible, showing all signatures and pertinent details. Foreign degrees must be validated by a third party to meet the US equivalency requirements. All costs are the responsibility of the applicant.
? Report writing and editing experience.
? Knowledge of Florida's Statewide Travel Management System (STMS), Purchasing Card and My Florida Market Place (MFMP).

JOB DESCRIPTION

This position Serves as Personal Secretary to the Assistant Secretary of The Economic Self Sufficiency Program (ESS) performing a variety of intermediated secretarial, administrative and office managerial responsibilities.

Specific Duties and Responsibilities of this position include, but are not limited to:
? Personally handles inquiries not requiring the attention of the Assistant Secretary or other staff personnel.
? Performs and coordinates research on special projects and develops supporting data and materials for use by the Assistant Secretary in meetings and public speaking engagements.
? Produce reports, correspondence, and other work products that is required for the Assistant Secretary.
? Responsible for routing constituent concerns in coordination with all circuits.
? Track all assignments from Executive Office of the Governor and the Office of the Secretary to ensure promptness of response from the various program bureaus.
? Ensures all records are maintained in an easily retrievable fashion, adhering to archiving procedures and dates.
? Responsible for ordering all office supplies and equipment that is needed for the office.
? Maintains Assistant Secretary's calendar and arranges various appointments; maintains itinerary and makes travel and hotel reservations; prepares travel reimbursement vouchers and other necessary requirements as a result of the Director's? travel plans.
? Makes arrangements for meetings and conferences, coordinating with the various districts, other DCF offices, other agencies, public and private groups, etc. Advises participants of topics of discussion with background information.
? Serves as the DCF Tracker Administrator in ACCESS assuring all assignments are routed and handled appropriately and returned by the due date assigned or request an extension as to avoid being placed on the Secretary's overdue list.
? Reviews legislative calendars, coordinates the coverage/appearance by the Assistant Secretary and office staff at scheduled meetings and hearings. Assembles needed materials for such meetings.
? Performs other duties as required.

Knowledge, Skills, and Abilities:
? Knowledge of the principles and techniques of effective communication
? Ability to deal with the public in a tactful and courteous manner.
? Ability to communicate effectively.
? Knowledge of administrative principles and practices
? Knowledge of office procedures and practices
? Ability to conduct fact-finding research.
? Ability to work in a wide range of office software and systems, such as Word and Excel.
? Ability to understand and apply applicable rules, regulations, policies, and procedures.
? Ensures appropriate and timely responses.
? Ability to plan and coordinate program activities such as trainings, meetings, workshops, conference, etc.?
? Ability to review documents for accuracy.
? Proficiency in Microsoft Word, Outlook, and Excel.
? Strong communication skills.
? Outstanding writing skills, especially grammar accuracy.
? High level of professionalism and integrity.
? Ability to prioritize and manage multiple projects at one time.
? Detail-oriented.
? Exceptional customer service skills.

Your People First Candidate Profile (application) must be completed in its entirety.
? Include supervisor names and phone numbers for all periods of employment.
? Account for and explain any gaps in employment so that the hiring process is not delayed.
? Experience, education, training, knowledge, skills and/or abilities as well as responses to pre-qualifying questions must be verifiable to meet the minimum qualifications.
? It is unacceptable to use the statement ?See Resume? in place of entering work history.

The position will perform all job tasks in accordance with laws, rules, regulations, policies, and requirements applicable to state and federal laws or procedures.

Mission: The mission of the Department of Children and Families is to work in partnership with local communities to protect the vulnerable, promote strong and economically self-sufficient families, and advance personal and family recovery and resiliency.

To learn more about DCF please visit https://www.myflfamilies.com.

Benefits of Working for the State of Florida:

Working for the State of Florida is more than a paycheck. The State?s total compensation package for Select Exempt Service (SES) employees features a highly competitive set of employee benefits including:
? No state income tax for residents of Florida.
? 9 State Holidays
? Annual and Sick Leave
? Florida Retirement System
? State Group Insurance coverage options including health, life, dental, vision, and other supplemental insurance options.
? For a more complete list of benefits, visit www.mybenefits.myflorida.com

EMPLOYMENT DISCLOSURES
? US CITIZEN REQUIREMENT Only US citizens and lawfully authorized alien workers will be hired.
? SELECTIVE SERVICE SYSTEM REGISTRATION All selected male candidates born on or after October 1, 1962, will not be eligible for hire or promotion into an authorized position unless they are registered with the Selective Service System (SSS). Verification of Selective Service registration will be conducted prior to hire. For more information, please visit the SSS website: http://www.sss.gov.
? RETIREE NOTICE If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be suspended or voided, and you required to repay all benefits received depending upon the date of your retirement.
? BACKGROUND SCREENING 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.
? BENEFIT RECOVERY SCREENING Candidates applying to positions in the Economic Self-Sufficiency Program will have a Benefit Recovery check completed before completing the hiring process.

If you experience problems applying online, please call the People First Service Center at (877) 562-7287.

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.

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