ADMINSTRATIVE ASSISTANT I - OPS - 67940010

State of Florida; Pensacola (FL); On-site; USD 35,000 - 40,000; Full time

Benefits offered by this job

Health, life, dental, vision insurance

Retirement plan options

Job summary

State of Florida in Pensacola seeks an Administrative Assistant I to support QSI operations. You will handle interview scheduling, record maintenance, data tracking, and coordination of QSI activities.

The role requires a high school diploma and 1–2 years of clerical experience; knowledge of APD systems is a plus. This OPS position emphasizes teamwork, accuracy, and timely reporting within APD offices.

Qualifications

• Requires high school diploma or equivalent; higher education preferred but not required.
• 1–2 years of professional administrative support/clerical experience.
• Attends multi-day QSI workshop.
• Promotes transparency and professional development within the team.

Responsibilities

• Schedule QSI interviews and audits; manage calendars and communications.
• Maintain QSI records and upload documents to CDMS/SharePoint.
• Compile regional productivity and workflow reports and track QSI activities.
• Process priority cases and support regional workstreams.

Skills

Interpersonal skills

Independent worker

Multitasking

Scheduling

Data entry

Communication

Planning and organizing

Education

High School Diploma

Associate or Bachelor’s degree preferred

Tools

APD intranet

Dashboard

CDMS

FLMMIS

SharePoint

Microsoft Office Suite (Outlook, Teams, Word, Excel)

Job description

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ADMINSTRATIVE ASSISTANT I - OPS - 67940010

Date: Sep 1, 2026

Agency: Agency for Persons with Disabilities

Working Title: ADMINSTRATIVE ASSISTANT I - OPS - 67940010

Pay Plan: Temp

Position Number:67940010

Salary: $34,759.92 to $39,804.18 Annually

POSITION: QSI ADMINISTRATIVE ASSISTANT - Other Personal Services (OPS)

WORKING TITLE: QSI ADMINISTRATIVE ASSISTANT – OPS

POSITION NUMBER: 67940010

OPEN COMPETITIVE OPPORTUNITY

This posting may close before the posted closing date.

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:

• State Group Insurance coverage options, including health, life, dental, vision, and other supplemental insurance options.
• Retirement plan options, (For more information, please click www.myfrs.com ).

The Agency seeks team members who demonstrate the qualities of being humble, hungry, and smart and lead others to embody the same. This entails lacking excessive ego, sharing credit, being self-motivated, and exercising good judgment and intuition regarding the subtleties of 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

$34,759.92 - $39,804.18 Annually $1,336.92 - $1,530.93 Bi-weekly

POSITION SUMMARY

Provides administrative support to QSI operations through interview scheduling, case record maintenance, data tracking, reporting, and coordination of QSI activities.

The Work You Will Do

Complete scheduling workflows for QSI interviews: Audit and verify consumer demographics via FLMMIS queries, handle telephonic and electronic communication, manage Outlook calendars, and develop interview itineraries. Coordinate with Waiver and Pre-Enrollment (PE) Units, and distribute scheduling confirmations, informational materials, and related correspondence.

Manage and organize QSI records: Request missing documentation, track outstanding items, and maintain regional digital records by uploading completed QSI forms, field notes, and supporting materials into Client Data Management System (CDMS), SharePoint, or designated repositories.

Track and report operations: Collaborate with QSI supervisors and QRC’s (QSI Regional Coordinators) to track regional QSI activities and statewide ad hoc assignments. Help compile weekly regional productivity and workflow reports, and log QSI case assignments and productivity metrics on the master tracker.

Collaborate and process priority cases: Work with regional workstreams and units to expedite Priority 1 case processing. Participate in regional processes to review, identify, and track individuals designated as” Ineligible for QSI\" to ensure appropriate status.

Maintain data and systems: Document communication activities in CDMS and identify and correct regional data discrepancies or system errors.

Manage case closures and administration: Evaluate QSI case files for closure eligibility, manage administrative follow-up workflows, and recommend referral for case closure activities.

Participate in QSI development activities: QSI workshop, quality assurance activities, and regional/statewide QSI meetings.

Perform other related administrative support duties as assigned

Minimum Qualifications

• High School Diploma or equivalent required (associate or bachelor’s degree preferred but not required).
• 1–2 years of professional administrative support, office coordination, or clerical experience.
• Attend a multi-day QSI workshop.
• To support the goal of establishing APD as the most sought-after place to work in Florida, the employee will create an environment that cultivates people and transforms teams by increasing transparency and providing opportunities for professional development. The employee actively works to demonstrate the qualities of being humble, hungry, and smart and leads others to embody the same. The team member lacks excessive ego, shares credit, is self-motivating and exercises good judgement and intuition around the subtitles of group dynamics.

Knowledge, Skills, And Abilities

Knowledge of:

• Florida’s intellectual and developmental disabilities (IDD) service delivery network.
• The person-centered process used in conducting interviews for QSI.

Ability to:

• Establish and maintain effective working relationships with coworkers, Waiver Support Coordinators, providers, consumers, family members and other stakeholders within the region and statewide.
• Work independently.
• Learn complex case-related information and communicate updates accurately among team members.
• Plan and organize work assignments.
• Multitask.
• Use computer-based systems, including the APD intranet, Dashboard, CDMS, FLMMIS, SharePoint, Microsoft Office Suite (Outlook, Teams, Word, and Excel).
• Communicate effectively in verbal, written, and electronic formats with a focus on customer service.
• Manage day-to-day data entry tasks, maintain organized digital records, and monitor data inputs for completeness and accuracy.
• Prioritize and coordinate scheduling workflows efficiently, aligning assessor itineraries with regional demands and provide administrative follow-ups to ensure scheduling and other administrative tasks are completed efficiently.

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).

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.