ADMINISTRATIVE SECRETARY OPS - 60932492 Date: Feb 10, 2025 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: 846296 Agency: Children and Families Working Title: ADMINISTRATIVE SECRETARY OPS - 60932492 Pay Plan: Temp Position Number: 60932492 Salary: $15.00/hr Posting Closing Date: 02/24/2025 Total Compensation Estimator Tool (https://compcalculator.myflorida.com/) This position is located in Tallahassee, Florida. Answers the telephone and responds to inquiries from the public. Collects information and, when possible, independently responds to inquiries. Professionally answers all telephone calls by the third ring. Ensures telephone coverage from 8:00 a.m. to 5:00 p.m. Utilizes and completes a Telephone Summary Form (TSF) for each telephone call (when needed). Ensures proper spelling and punctuation when sending an e-mail to Client Relations or the Inquiries Triage Team regarding the telephone call. Enters all telephone calls in the case management database (ICMS) daily. Telephone messages must be delivered immediately after receiving them. All telephone messages must have complete information including the date, name, telephone number, and a brief message of the issue. E-mail Inbox - Checks assigned IG Complaint inbox first thing every morning. Starts inputting correspondences starting with the oldest. All new correspondences from the Office of the Chief Inspector General MUST be entered the day they are received. Correspondences - Enters all fields accurately and concisely on each page/tab of the correspondence form. Ensures correct spelling, punctuation, and grammar usage prior to turning in to supervisor. Ensures all activities are appropriately documented in ICMS. Locates and attaches appropriate file to incoming correspondence requiring reply. Enters time in MyTime daily. Work hours in People First must match MyTime hours. Other related duties as required/requested. EXAMPLES OF JOB CHARACTERISTICS: Communicating With Other Workers Providing information to supervisors, fellow workers, and subordinates. This information can be exchanged face-to-face, in writing, or via telephone/electronic transfer. Communicating With Persons Outside Of the Organization Communicating with persons outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged face-to-face, in writing, or via telephone/electronic transfer. Interacting With Computers Controlling computer functions by using programs, setting up functions, writing software, or otherwise communicating with computer systems. Establishing and Maintaining Relationships Developing constructive and cooperative working relationships with others. Processing Information Compiling, coding, categorizing, calculating, tabulating, auditing, verifying, or processing information or data. Getting Information Needed to do the Job Observing, receiving, and otherwise obtaining information from all relevant sources. Performing for/Working With Public Performing for people or dealing directly with the public, including serving persons in restaurants and stores, and receiving clients or guests. Performing Administrative Activities Approving requests, handling paperwork, and performing day-to-day administrative tasks. Documenting/Recording Information Entering, transcribing, recording, storing, or maintaining information in either written form or by electronic/magnetic recording. Evaluating Information Against Standards Evaluating information against a set of standards and verifying that it is correct. EXAMPLES OF KNOWLEDGE, SKILLS AND ABILITIES Active Listening Listening to what other people are saying and asking questions as appropriate Coordination Adjusting actions in relation to others' actions Writing Communicating effectively with others in writing as indicated by the needs of the audience Reading Comprehension Understanding written sentences and paragraphs in work related documents Information Organization Finding ways to structure or classify multiple pieces of information Service Orientation Actively looking for ways to help people Speaking Talking to others to effectively convey information Time Management Managing one's own time and the time of others Clerical Knowledge of administrative and clerical procedures and systems English Language Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar Computer Knowledge of computer software including applications Telecommunications Knowledge of transmission, broadcasting, switching, control, and operation of telecommunications systems Customer and Personal Service Knowledge of principles and processes for providing customer and personal services including needs assessment techniques, quality service standards, alternative delivery systems, and customer satisfaction evaluation With 12,000 employees across the state DCF promotes opportunities and training for all. Our jobs are among the most challenging, complex, and difficult in State government. They are also among the most rewarding. All employees are encouraged to take advantage of available Department opportunities for advancement and professional development. Where you will work: Florida is the only state that borders both the Atlantic Ocean and the Gulf of Mexico. In other words, no matter where you land in Florida, you’re never more than 60 miles from a body of saltwater. And if the beach isn’t your scene, there are 175 state parks to explore! Meanwhile, Floridians hail from a wide range of backgrounds, cultures, ethnicities, and walks of life, making it an incredibly diverse melting pot that many residents and visitors to Florida love. The Sunshine State is a great place to live and work – Come join our team! About Department of Children and Families: 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. Vision: We are a highly skilled workforce committed to empowering people with complex and varied needs to achieve the best outcomes for themselves and their families. In collaboration with community stakeholders, we will deliver world class and continuously improving service focused on providing the people we serve with the level and quality that we would demand and expect for our own families. Values: A workforce that operates with integrity maintains loyalty to a code of ethics that requires the courage to take responsibility for providing the highest quality of service to the vulnerable. We are a solutions-focused learning organization built on a foundation of transparency in action and accountability of results. Both within the organization and among our stakeholders, we thrive in a culture of respect for diversity of opinion that is nurtured through open communication. High performing and committed, we are unified in our goal of excellence in achieving quality outcomes for those we serve. To learn more please visit https://www.myflfamilies.com/ . + 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 will be required to repay all benefits received depending upon the date of your retirement. + The position will perform all job tasks in accordance with laws, rules, regulations, policies, and requirements applicable to state and federal laws or procedures. We hire only U.S. citizens and lawfully authorized alien workers. Participation in the State of Florida Direct Deposit Program is required as a condition of employment per F.S. 110.113, and enrollment must be completed within the first 30 calendar days of your appointment. SELECTIVE SERVICE: 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) 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 SSS website: http://www.sss.gov . BACKGROUND SCREENING REQUIREMENT: 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 also be screened in accordance with the requirements of Chapter 435, F.S., and, if applicable, 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. 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. Location: TALLAHASSEE, FL, US, 32303 SAINT MARKS, FL, US, 32355 SOPCHOPPY, FL, US, 32358 MONTICELLO, FL, US, 32344 WAKULLA SPRINGS, FL, US, 32327 TALLAHASSEE, FL, US, 32301 TALLAHASSEE, FL, US, 32317 QUINCY, FL, US, 32351 CHATTAHOOCHEE, FL, US, 32351 CRAWFORDVILLE, FL, US, 32327 TALLAHASSEE, FL, US, 32305 TALLAHASSEE, FL, US, 32304 TALLAHASSEE, FL, US, 32311 HOSFORD, FL, US, 32334 QUINCY, FL, US, 32353 HAVANA, FL, US, 32333 GRETNA, FL, US, 32332 CHATTAHOOCHEE, FL, US, 32324 TALLAHASSEE, FL, US, 32308 MADISON, FL, US, 32340 PERRY, FL, US, 32347 AUCILLA, FL, US, 32344 TALLAHASSEE, FL, US, 32309 TALLAHASSEE, FL, US, 32302 TALLAHASSEE, FL, US, 32316 TALLAHASSEE, FL, US, 32399 TALLAHASSEE, FL, US, 32312 TALLAHASSEE, FL, US, 32310 PERRY, FL, US, 32348 MIDWAY, FL, US, 32343 Nearest Major Market:Tallahassee