ADMINISTRATIVE ASSISTANT I - 67034745

My Florida CFO; Miami (FL); On-site; USD 35,000 - 40,000; Full time

Job summary

Agency for Persons with Disabilities is seeking an Administrative Assistant I to provide clerical support, serve as the first point of contact for visitors and callers, and maintain office records. You will be responsible for timely entry of reportable and critical incident information into the IMS system and for supporting records management activities.

This role requires handling mail, coordinating messages, and assisting with phone-bill processing for state-issued devices, while upholding

Qualifications

• At least one year professional office experience as receptionist.
• Proficient in Microsoft Office apps.
• Ability to communicate clearly, both verbally and in writing.

Responsibilities

• Greet and assist visitors and direct to staff.
• Handle incoming calls and take messages with excellent service.
• Process mail and route accordingly; manage faxes.
• Enter Reportable Incident and Critical Incident data into IMS within required timelines.
• Assist with records management, boxing and storage requests.

Skills

Customer service

Communication

Organizational skills

Multitasking

Tools

Microsoft Excel

Microsoft Word

SharePoint

IMS System

Job description

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The State Personnel System is an E-Verify employer. For more information click on our E-Verify Website .

Agency: Agency for Persons with Disabilities

Working Title: ADMINISTRATIVE ASSISTANT I - 67034745

Position Number:67034745

Salary: $34,760.00 to $39,852.98 Annually

OPEN COMPETITIVE OPPORTUNITY

This posting may close before the posted closing date.

CANDIDATE POOL: Future vacancies may be filled from this advertisement for a period of up to six months.

This position is not a Telework position and is required to report to the APD office in the area it serves.

The Benefits of Working for the State of Florida

Working for the State of Florida is more than a paycheck. The State’s total compensation package for eligible employees features a highly competitive set of employee benefits, including:

• Annual and Sick Leave benefits.
• Nine paid holidaysand onePersonal Holiday each year.
• State Group Insurance coverage options, including health, life, dental, vision, and other supplemental insurance options.
• Retirement plan options, including employer contributions (For more information, please click www.myfrs.com ).

The Agency seeks team members who contribute to a culture that develops individuals and strengthens teams through transparency and a commitment to professional growth. Team members are expected to provide exceptional customer service, demonstrate humility, recognize and share credit with others, remain self-motivated, and exercise sound judgment and awareness in team interactions and group dynamics.

This position with APD will serve staff and management across the Agency. Your work will impact the workplace culture, our community, and the population we serve as we continuously strive to achieve the Agency’s mission.

*Responses to the qualifying questions are required and must be verifiable based on your submitted application, and “see resume” will not be considered an acceptable response.

SALARY RANGE

$34,760.00 - $39,852.98 Annually $1,336.92 - $1,532.80 Bi-weekly

Position Summary

This position provides administrative and clerical support by serving as a primary point of contact for visitors and telephone inquiries, processing incoming and outgoing correspondence, and maintaining office records. The position is also responsible for timely entry of reportable and critical incident information into the IMS system, assisting with records management activities, and performing other general office support functions as needed.

The Work You Will Do

Greet and assist visitors that come to our floor to the appropriate staff offices. Handles incoming telephone calls, directs calls to appropriate staff or takes messages providing excellent customer service. Handles the mail to sort and distribute incoming mail and faxes to pertinent inboxes. Processes outgoing mail utilizing in office postal machine.

Data entry - Reportable Incident Reports are entered into the IMS System within 10 days and 100% of Critical Incidents are entered into the IMS System within 1 day.

Assists with records management to include boxing of records, respond to file requests/returns to and from storage, maintaining the Records Management spreadsheet and assist to execute document purges annually.

Prepare, route and process phone bills for personal call usage on State-issued cell phones. Prepare forms for individual employees and collect payments if needed. Ensure completed forms are collected from all employees.

Other work related and general office duties as needed.

Minimum Qualifications

• At least one year’s professional office experience as receptionist.

Knowledge, Skills, And Abilities

Knowledge of:

• General office procedures and practices.
• Microsoft applications (Excel, Word, Power Point Share Point) and other required computer software applications.

Ability to:

• Establish, organize and maintain files.
• Communicate orally and in writing, (face to face, electronically and/or written) information and ideas clearly, concisely and effectively.
• Establish and maintain effective working relationships with consumers, families, providers and staff within and across regions.
• Prioritize and schedule work efficiently, determine work priorities and ensure completion of work assignments.
• Multi-task and work under pressure.

Additional Information

Profile Completion

To qualify for this position, applicants must complete all fields in the Candidate Profile, including their work history with the month and year.

Resumes and other documentation can be attached to provide additional information but will not replace the required completed Candidate Profile.

Retiree Notice

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 your retirement date.

Direct Deposit Program

As a condition of employment, a person appointed to a position in the State Personnel System is required to participate in the Direct Deposit Program. Rather than receiving a paper paycheck, your funds will be deposited directly into your account at your financial institution. This will be accomplished by Electronic Funds Transfer. Banks, savings and loan associations, and credit unions are eligible to accept such deposits. Retirement funds are also required to be in the Direct Deposit Program.

It is the policy of the Florida Agency for Persons with Disabilities that applicants for employment undergo Level 2 employment screening in accordance with the requirements of Chapter 435, Florida Statutes, as a condition of employment or being permitted to serve as a volunteer.

No applicant for a designated position will be employed or permitted to volunteer until the Level 2 screening results are received, reviewed, and approved by the Agency.
Level 2 background screening shall include, but not be limited to, fingerprinting for Statewide criminal and juvenile records checks through the Florida Department of Law Enforcement and Federal criminal records checks through the Federal Bureau of Investigation and may include local criminal records checks through local law enforcement agencies.

Pursuant to S. 110.1127(1), Florida Statutes, this position requires a background investigation, including fingerprinting.

APD only hires U.S. citizens and those lawfully authorized to work in the U.S. APD participates in the U.S. government’s employment eligibility verification program (E-Verify), which electronically confirms an employee’s eligibility to work in the U.S. after completing the employment eligibility verification form (I-9).

Responses to the qualifying questions are required to be considered for this position.Answers to the qualifying questions must be verifiable based on your submitted application.

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.

Pursuant to Florida Law, 110.211 F. S., the State of Florida is an EEO employer.

VETERANS’ PREFERENCE.

Pursuant to Chapter 295, Florida Statutes,candidates eligible for Veterans’ Preference will receive preference in employment for Career Service vacancies and are encouraged to apply. Certain service members may be eligible to receive waivers for postsecondary educational requirements. Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code. Veterans’ Preference documentation requirements are available by clicking here . All documentation is due by the close of the vacancy announcement.