ADMINISTRATIVE ASSISTANT I - 67034745

Florida; United States; Remote; USD 35,000 - 40,000; Full time

Benefits offered by this job

Annual and Sick Leave benefits

Nine paid holidays and one Personal*

State Group Insurance options

Retirement plan options with employer

Flexible Spending Accounts

Tuition waivers

Paid Maternity and Parental Leave

More benefits through myflorida

Job summary

Agency for Persons with Disabilities is seeking an Administrative Assistant I to provide essential clerical support, greet visitors, route calls, handle mail, and maintain records within the IMS system. This role focuses on accuracy, timely data entry, and exceptional customer service in a state government environment.

The position requires at least one year of office experience; bilingual English/Spanish is preferred, with strong skills in Microsoft Office and organizational tasks.

Qualifications

• At least one year’s professional office experience as receptionist.
• Prefers fluent bilingual (English & Spanish speaker) candidate.

Responsibilities

• Greet and assist visitors and direct to appropriate staff.
• Handle incoming telephone calls and messages with excellent customer service.
• Process mail and faxes; route to correct inboxes; manage in-office postal tasks.
• Enter reportable incidents into IMS system within required timelines.
• Assist with records management; maintain storage and purge as needed.
• Prepare phone bills for state-issued cell phones and collect payments when needed.
• Provide other general office duties as required.

Skills

Receptionist experience

Bilingual English/Spanish

Microsoft Office

Job description

Agency for Persons with Disabilities

Requisition No: 885121

Working Title: ADMINISTRATIVE ASSISTANT I - 67034745

Pay Plan: Career Service

Position Number: 67034745

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

Posting Closing Date: 11/07/2026

The Benefits of Working for the State of Florida

• Annual and Sick Leave benefits.
• Nine paid holidays and one Personal 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).
• Flexible Spending Accounts.
• Tuition waivers.
• Paid Maternity and Parental Leave.
• And more! For a more complete list of benefits, visit www.mybenefits.myflorida.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.
• Prefers fluent bilingual (English & Spanish speaker) candidate.

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.

Background Screening Requirement

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).

Candidate Accommodation

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.

Drug-Free Workplace

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.

Veterans' Preference

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.