The Secretary Specialist performs receptionist duties for the Tampa Unit 15 C, Division of Vocational Rehabilitation, under the supervision of the unit supervisor. The employee provides professional responses to inquiries, greets visitors, customers, vendors and the general public. Additionally, the employee keeps log of visitors and maintains order in the reception area, and performs routine secretarial functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, or providing information to callers. The employee must use skill in applying instructions to accomplish different job functions or in operating machines for a variety of different purposes. DUTIES & RESPONSIBILITIES: Note: The omission of specific job duties does not preclude management from assigning specific duties not listed herein if such duties are a logical assignment to the position.) The Florida Department of Education (FDOE) has an open position that is responsible for executing the following functions: Processes outgoing and incoming mail and courier services. Date stamps incoming mail. Receives, tracks, and submits monthly reports as assigned. Prepares correspondence as assigned. Provides filing support to meet deadlines and priorities. Works directly with customers by obtaining and verifying referral information. Inputs and updates referral information in the agency database. Schedules customers for orientation. Completes the Authorization process. Verifies Customers’ employment status. Documents contact with customers and/or vendors. Contacts vendors regarding appointment dates, records, billing and fee codes. Follows-up on requests for information from vendors. Participates on teams or committees as assigned. Performs related duties as needed. WHO WE’RE LOOKING FOR: The ideal incumbent must be productive under tight timeframes, balance multiple and competing priorities, and maintain goal-directed behavior and performance sometimes under stressful conditions. The incumbent must interact courteously with others. The performance and behavior of all employees must demonstrate consideration of the workload concerns of others and must not negatively affect productivity and morale of the unit. Attendance is an essential function. MINIMUM QUALIFICATIONS Two years of secretarial or clerical work experience Experience with using Microsoft Word, Excel and Teams Attention to detail Ability to communicate effectively including verbal and written communication. PREFERRED QUALIFICATIONS: Preferences will be given to: Applicants with fluent bilingual skills in English and Spanish. Applicants who complete application information and hire requirements listed in the advertisement to completion. Applicants who have a Certified Professional Secretary Certificate. EDUCATIONAL SUBSITITUIONS: A high school diploma or its equivalent can substitute for one year of the required work experience. 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. Vocational/technical training an area of secretarial science or office/business studies can substitute at the rate of 720 classroom hours for each year of the required experience. MISSION STATEMENT: Vocational Rehabilitation (VR) is a federal-state program that helps people who have physical or mental disabilities get or keep a job. VR is a committed to helping people with disabilities find meaningful careers. Our Mission is “to help people with disabilities find and maintain employment and enhance their independence.” Our Vision is “to become the first place people with disabilities turn when seeking employment and a top resource for employers in need of qualified employees.” Florida Department of Education – Division of Vocational Rehabilitation: Rehab. Works.org WORKING FOR THE STATE OF FLORIDA HAS BENEFITS! - State Group Insurance coverage options (health, life, dental, vision, and other supplemental option) - Retirement plan options, including employer contributions ( - 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 For a more complete list of benefits, visit - We care about the success of our employees. - We care about the success of our clients. - We are always improving our technology, our tools, our customer’s experiences and ourselves. - A rewarding experience for reliable, compassionate and professional employees. LEAVE INFORMATION: (CS) Annual Leave - All full-time Career Service employees filling established positions earn annual leave in varying increments dependent upon years of creditable service. Employees with up to 5 years of creditable service earn 8.667 hours per month, with 5 to 10 years earn 10.833 hours per month and those with over 10 years of service earn 13 hours per month. Employees in Senior Management Service and Selected Exempt Service positions are credited with 176 hours of annual leave upon appointment. In subsequent years, the annual allotment is credited on the anniversary date of the initial appointment. Sick Leave -. Career Service employees earn 8.667 hours of sick leave credits per month BACKGROUND SCREENING REQUIREMENT It is the policy of the Florida Department of Education that applicants for employment/volunteer undergo Level 2 background screening in accordance with the requirements of Chapter 435, Florida Statutes, as a condition of employment or being permitted to serve as a volunteer. You will be required to provide your Social Security Number to conduct required verifications. No applicant for a designated position will be employed, contracted or permitted to volunteer until the level 2 screening results are received, reviewed, and approved by the Department. Level 2 background screening shall include, but not be limited to, finger printing for all purposes and checks under this requirement, statewide criminal and juvenile records checks through the Florida Department of Law Enforcement, federal criminal records check through the Federal Bureau of Investigation, and local criminal records checks through local law enforcement. SELECTIVE SERVICE SYSTEM (SSS) AND REQUIREMENT 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. Verification of Selective Service registration will be conducted prior to hire. For more information, please visit the Selective Service website. If you experience problems applying online, please call the People First Service Center at (877) 562-7287.