OPS SECRETARY SPECIALIST - 67965607

Florida; Gainesville (FL); On-site; USD 49,594,000 - 57,859,000; Full time

Benefits offered by this job

Health, dental, vision insurance

Retirement plan

Job summary

The Agency for Persons with Disabilities is seeking a Secretary Specialist (OPS) to support Regional Program operations and Behavioral Services coordination. Works under supervision to ensure timely administrative and clerical tasks and eligibility processes are completed in accordance with state rules.

This non-telework position requires reporting to an APD office and assisting with travel reimbursements, eligibility determinations, and hiring activities as part of a collaborative team serving

Qualifications

• High School Diploma or its equivalent is required.

Responsibilities

• Performs General Clerical Duties including responding to calls, handling correspondence, ordering supplies, scheduling meetings and maintaining calendars.
• Prepares Travel Reimbursements for Behavioral Services/MCM/QSI/Forensic Staff and submits for processing.
• Tracks assignments related to Crisis MW Enrollment and Significant Additional Needs funding requests using a tracker and iConnect system.
• Coordinates meetings by managing calendars, sending invites and preparing materials.
• Completes eligibility determinations by entering documents into iConnect and printing/mailing notices of eligibility.
• Supports hiring activities, including scheduling interviews and organizing hiring paperwork.
• Performs other related duties as assigned.

Skills

Plan & Organize

Coordinate Work

Effective Communication

Relationship Building

Work Independently

Education

High School Diploma or equivalent

Job description

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

Requisition No:880459

Agency: Agency for Persons with Disabilities

Working Title: OPS SECRETARY SPECIALIST - 67965607

POSITION: SECRETARY SPECIALIST - Other Personal Services (OPS)

WORKING TITLE: Secretary Specialist

POSITION NUMBER: 67965607

OPEN COMPETITIVE OPPORTUNITY

*This is an ANTICIPATED VACANCY*

07/31/26

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

$17.34 Hourly

Position Summary

This position works under the direct supervision of the Regional Program Supervisor providing oversight to Clinical waiver including behavioral services in the region. This position works collaboratively to coordinate the activities of the Regional Program Supervisor, Medical Case Managers, QSI Assessors and Forensic liaison with group home and other service providers assure that appropriate, timely and effective services are provided in accordance with state rules and regulations.

The Work You Will Do

• Performs General Clerical Duties and Duties as Assigned Performs general clerical duties may include, handling incoming calls, preparing, or routing correspondence, ordering office supplies, scheduling meetings, track/help maintain calendars and assignments as well as file or scan paper and electronic documents.
• Prepares Travel Reimbursements for Behavioral Services/MCM/QSI/Forensic Staff Gathers documentation for travel reimbursement, prepares travel reimbursement forms and obtains review/signature of staff. Submits travel documents for processing.
• Tracks Assignments Related to Crisis MW Enrollment and Significant Additional Needs funding requests. Assists with making assignments and tracks completion on a tracker spreadsheet, entering, and verifying information in the iConnect system, assists with scheduling appointments for face-to-face visits, enters routine information into report templates, prints and scans documents needed for reviews, and contacts appropriate persons to request missing documentation.
• Coordinates Meetings Maintains a calendar for conference rooms, schedules face-to-face and online meetings, notifies participants of date/time and location or sends electronic invitations, assists with preparation of meting materials. Opens hard copy correspondence and prioritizes for supervisor and others’ review, notes deadlines and informs staff of priority based on deadlines, assists with drafting correspondence.
• Completes Assigned Eligibility Determination Duties Assists with entry of documents into iConnect, prepares short-form support plans as designated. Prints and mails Notices of Eligibility.
• Completes Personnel Related Duties Assists with hiring activities, including scheduling interviews, assisting with reference checks, organizing hiring paperwork as assigned.
• Other Related Duties as assigned

Minimum Qualifications

• High School Diploma or its equivalent.

Knowledge, Skills, And Abilities

Ability to:

• Plan, organize and coordinate work assignments, communicate effectively.
• Establish, and maintain effective working relationships with others.
• Understand and apply applicable rules, regulations, policies, and procedures and to work independently.

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.

For assistance, call the People First Service Center at [phone] Monday - Friday, 8:00 a.m. to 6:00 p.m., Eastern time. Pursuant to Florida Law, 110.211 F. S., the State of Florida is an EEO employer.