Secretary Specialist Ops

Position: SECRETARY SPECIALIST OPS - 60930159
Location: Crawfordville

Requisition No: 868203

Agency:
Children and Families

Working Title:

SECRETARY SPECIALIST OPS
- Pay Plan:
Temp

Position Number:

Salary: $16.71/hr

Posting Closing Date: 01/28/2026

Total Compensation Estimator Tool

Secretary Specialist OPS

Florida Department of Children and Families

Tallahassee, FL

Open Competitive

DESCRIPTION:

This is work performing routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, and providing information to callers.

Prepares and distributes notices and other office correspondence properly and timely. Independently reviews and properly distributes incoming and outgoing mail. Updates the case management system; converts and uploads documents to the case management system in a timely manner to keep the Hearing Officers updated on their cases; records all Petitioner/Respondent contacts in the case management system; keeps email up to date and closes out cases in the case management system.

Answers the telephones, routes calls, takes messages and responds to inquiries from the public, including customers and their legal representatives regarding the hearing process. Accepts verbal hearing requests for a variety of programs, ensuring that all information necessary to file the hearing request has been received.

Other related duties as assigned.

EXAMPLES OF WORK:

Answers telephone and gives information to callers, takes messages, or transfers calls to appropriate individuals.

Maintains email throughout the day and uploads to case management system.

Opens incoming mail and routes mail to appropriate individuals.

Answers routine correspondence.

Composes and distributes meeting notes, correspondence, and reports.

Locates and attaches appropriate files to incoming correspondence.

Files correspondence and other records electronically.

Makes copies of correspondence and other printed material.

Compiles and maintains lists and records.

Provides customer service.

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 techniques

The State of Florida is an Equal…