Executive Secretary

State of Florida

About The Position

The Florida Legislature is seeking to fill an Executive Secretary position available with the Joint Administrative Procedures Committee. The Joint Administrative Procedures Committee is a committee of the Florida Legislature that maintains a continuous review of administrative agency rules to identify those that may exceed authority delegated to the agency by the Florida Statutes. The committee reviews statutes authorizing agencies to adopt rules and makes recommendations to appropriate standing committees as to the advisability of considering changes in specific circumstances. The committee also generally reviews other agency action taken pursuant to the Administrative Procedure Act and makes recommendations for needed statutory changes.

Requirements

Knowledge of basic secretarial and office management skills.
Knowledge of the legislative process.
Knowledge of filing practices.
Knowledge of personal computer programs.
Skill in typing and in word processing.
Ability to compose routine correspondence.
Ability to maintain database records.
Ability to independently carry out minor administrative functions and general office duties.
Ability to organize files and other records.
Ability to operate general office equipment.
Ability to pay extreme attention to detail and review work for accuracy and quality of content.
Ability to communicate effectively verbally and in writing and have strong interpersonal skills.
Ability to handle confidential information.
Ability to use correct spelling, punctuation, and grammar.
Ability to organize work, follow and interpret instructions.
Ability to work cooperatively as a team member and to contribute to the effective internal functioning of the operation.
Ability to train others.
Ability to supervise people.
A high school diploma or its equivalent and two years of secretarial and/or clerical experience.
Possession of a Certified Professional Secretary (CPS) Certificate can substitute for the required 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 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.

Responsibilities

Maintains appointment calendar, prepares itineraries, and schedules meetings and conferences; informs participants of topics to be discussed and may provide them with background information.
Processes, screens, and distributes incoming mail; prepares replies to routine correspondence for signature.
Types correspondence, memos, reports, and other administrative forms.
May take dictation of confidential correspondence and official documents. Reviews all typed materials for grammar, punctuation, and content.
Serves as office receptionist; greets, announces, and routes visitors; answers and routes incoming calls.
Coordinates and assists in the preparation of special reports. Interprets rules, regulations, and policies and provides the information for the resolution of problems.
Completes research assignments and projects as directed.
Complies and analyzes data for administrative decisions.
Maintains files of office correspondence, research materials, and related information.
Makes travel arrangements for staff and prepares travel vouchers.
Maintains adequate office supplies for use by staff.
Prepares purchase requisitions.
May direct and train secretarial and clerical employees in carrying out assignments.
Performs other related duties as required.