Florida Staffing
Secretary Specialist
The Secretary Specialist is to support the efforts of the Adult Protective Services Program. Specific examples of duties include but are not limited to: Monitors the Florida Safe Families Network (FSFN) system and receives, records, and distributes abuse reports from the Florida Abuse Hotline in a timely and accurate manner per APS guidelines. Screens FSFN clients in FLMMIS and notifies supervisors of enrollment in SMMC LTC program. Maintains abuse reports, photos, medical records and all other documents associated with abuse reports in accordance with established APS and office guidelines. Maintains case file records, correspondence, reports, and other materials. Assembles and summarizes information from files and documents in the office or other available sources for staff's use. Completes notifications to clients, state agencies, and community partners as required in APS operating policy. Archives FSFN and Protective Services reports and files. Scans investigative documentation, fascimiles, and photographs into FSFN case files and accurately notifies investigative staff. Courteously answers a multi-line telephone system. Screens, routes calls, and takes accurate messages. Performs office receptionist duties. Completes employees' travel vouchers and other appropriate forms. Processes TES vouchers for the investigative and protective services units. Operates and/or utilizes a variety of standard business and office machines and equipment including, but not limited to: personal computer, facsimile, printer, scanner, camera, dictation devices, multi-line phone, VTC equipment, projector, and copier. Processes incoming and outgoing mail as instructed. Maintains office supplies for specific department/program. Records and distributes minutes from meetings as requested. Complies with and monitors compliance (when applicable) of the mandatory requirements of Section 215.422, Florida Statutes, and Chapter 3A-24 of the Florida Administrative Code. Complies with ADA and Auxiliary Aids policies. Knowledge, skills, and abilities, including utilization of equipment, required for the position: Knowledge of and/or familiar with Microsoft Word, Microsoft Excel, Florida Safe Families Network, ARTS, FLMMIS, Outlook, Power Point, People First, My Florida Market Place, and other office/departmental computer operating systems. Knowledge of all office equipment. Knowledge of standard business formats and styles for letters and business forms. Knowledge of office procedures. Knowledge of correct spelling, punctuation, and grammar usage. Knowledge of basic arithmetic. Knowledge of basic filing practices. Knowledge of the techniques for handling telephone calls in a courteous and efficient manner. Skill in typing. Ability to organize files and other records. Ability to perform basic arithmetical calculations. Ability to use correct spelling, punctuation, and grammar. Ability to type letters, memoranda, and other standard business forms in correct format. Ability to operate general office equipment. Ability to handle telephone calls in a courteous and effective manner. Ability to plan, organize and coordinate work assignments. Ability to communicate effectively. Ability to establish and maintain effective work practices and work environment. High School diploma, vocational or technical training in secretarial duties, and/or possession of a Certified Professional Secretary certificate. Two (2) years' experience performing related secretarial and office duties can substitute for vocational, technical, and certification requirements.
The Secretary Specialist is to support the efforts of the Adult Protective Services Program. Specific examples of duties include but are not limited to: Monitors the Florida Safe Families Network (FSFN) system and receives, records, and distributes abuse reports from the Florida Abuse Hotline in a timely and accurate manner per APS guidelines. Screens FSFN clients in FLMMIS and notifies supervisors of enrollment in SMMC LTC program. Maintains abuse reports, photos, medical records and all other documents associated with abuse reports in accordance with established APS and office guidelines. Maintains case file records, correspondence, reports, and other materials. Assembles and summarizes information from files and documents in the office or other available sources for staff's use. Completes notifications to clients, state agencies, and community partners as required in APS operating policy. Archives FSFN and Protective Services reports and files. Scans investigative documentation, fascimiles, and photographs into FSFN case files and accurately notifies investigative staff. Courteously answers a multi-line telephone system. Screens, routes calls, and takes accurate messages. Performs office receptionist duties. Completes employees' travel vouchers and other appropriate forms. Processes TES vouchers for the investigative and protective services units. Operates and/or utilizes a variety of standard business and office machines and equipment including, but not limited to: personal computer, facsimile, printer, scanner, camera, dictation devices, multi-line phone, VTC equipment, projector, and copier. Processes incoming and outgoing mail as instructed. Maintains office supplies for specific department/program. Records and distributes minutes from meetings as requested. Complies with and monitors compliance (when applicable) of the mandatory requirements of Section 215.422, Florida Statutes, and Chapter 3A-24 of the Florida Administrative Code. Complies with ADA and Auxiliary Aids policies. Knowledge, skills, and abilities, including utilization of equipment, required for the position: Knowledge of and/or familiar with Microsoft Word, Microsoft Excel, Florida Safe Families Network, ARTS, FLMMIS, Outlook, Power Point, People First, My Florida Market Place, and other office/departmental computer operating systems. Knowledge of all office equipment. Knowledge of standard business formats and styles for letters and business forms. Knowledge of office procedures. Knowledge of correct spelling, punctuation, and grammar usage. Knowledge of basic arithmetic. Knowledge of basic filing practices. Knowledge of the techniques for handling telephone calls in a courteous and efficient manner. Skill in typing. Ability to organize files and other records. Ability to perform basic arithmetical calculations. Ability to use correct spelling, punctuation, and grammar. Ability to type letters, memoranda, and other standard business forms in correct format. Ability to operate general office equipment. Ability to handle telephone calls in a courteous and effective manner. Ability to plan, organize and coordinate work assignments. Ability to communicate effectively. Ability to establish and maintain effective work practices and work environment. High School diploma, vocational or technical training in secretarial duties, and/or possession of a Certified Professional Secretary certificate. Two (2) years' experience performing related secretarial and office duties can substitute for vocational, technical, and certification requirements.