Ops Administrative Secretary - 48006002

State of Florida•Pensacola, FL

6d•Onsite

About The Position

The person in this position is expected to provide administrative support and/or technical assistance to the Pensacola Vocational Rehabilitation (VR) Unit 01C and its customers. The person in this position serves as the timekeeper for the unit. As such, he/she is responsible for maintaining attendance and leave records and timely submitting each record in the People First System. Timesheets will be completed in the People First system by the 5th business day of the following month. The timekeeper is also responsible for the timely submission of leave without pay to avoid overpayments. Confidentiality of these matters shall be maintained at all times. Employee must be productive under tight timeframes, balance multiple and competing priorities and maintain goal-directed behavior and performance sometimes under stressful conditions; the employee must interact courteously with others; employee’s performance and behavior must demonstrate consideration of the workload concerns of others and must not negatively affect productivity and morale of the unit.

Requirements

Three (3) years of secretarial or clerical work experience or possession of a Certified Professional Secretary certificate
Communicate effectively with others both verbally and in writing as indicated by the needs of the audience.
Knowledge of administrative and clerical procedures and systems.
Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
Knowledge of computer software including applications.
Ability to utilize a computer to complete job tasks.
Knowledge of principles and processes for providing customer services.
Knowledge of operation of telecommunications systems
Your Candidate Profile (application) must be complete in its entirety.
Work History (in easy to review chronological order) Consists of: Any position held by a State of Florida Agency, Any position held by a Florida University, All periods of employment from high school graduation, All periods of current or prior unemployment, Gaps 3 months or more must be accounted for, Any Education, Any Volunteer Experience
Your resume and application must match
Gaps 3 months or more must be addressed – you will need to account for and explain any gaps in employment including unemployment.
Include supervisor names and phone numbers for reference checks or the contact information for your Human Resources office to verify current or prior employment.
Experience, education, training, knowledge, skills and/or abilities as well as responses to pre-qualifying questions must be verifiable to meet the minimum qualifications.
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.

Nice To Haves

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
Vocation/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 work experience
A bachelor’s degree from an accredited institution can substitute for four (4) years of direct experience

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.
Receive, track and submit 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 related work as required.

Benefits

State Group Insurance coverage options+ ( health, life, dental, vision, and other supplemental option )
Retirement plan options, including employer contributions ( www.myfrs.com )
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