STAFF ASSISTANT - 67013360

Florida; Gainesville (FL); On-site; USD 35,000 - 38,000; Full time

Benefits offered by this job

Health insurance

Life insurance $25,000

Dental and vision Insurance

Retirement plan

Generous vacation and sick leave

10 paid holidays a year

Tuition waiver

Training opportunities

Job summary

Agency for Persons with Disabilities in Florida seeks a Staff Assistant to provide administrative support to the POA, manage mail and calls, and prepare reports and documents. The role requires data entry, filing, and calendar coordination across facilities, with emphasis on accuracy and timely communication.

The position offers standard benefits and requires the ability to work beyond regular hours during emergencies or peak periods.

Qualifications

• High school diploma or equivalent required.
• Willing to work beyond normal schedule to meet agency needs.
• Strong communication and typing skills.
• Ability to prepare memorandums, letters and reports.
• Organized with attention to detail and filing systems.

Responsibilities

• Provides administrative support to the Program Operations Administrator (POA).
• Prepares memorandums, letters, forms and other documents.
• Manages mail, phone calls, and scheduling for the POA.
• Establishes and maintains records and data retrieval systems.

Skills

Microsoft Office

Filing systems

Data entry

Communication

Education

High school diploma

Tools

MS Office

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:884242

Agency: Agency for Persons with Disabilities

Working Title: STAFF ASSISTANT - 67013360

POSITION NUMBER: 67013360

OPEN COMPETITIVE OPPORTUNITY

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

This posting may close prior to closing date.

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

• Health insurance (over 90% employer paid)
• $25,000 life insurance policy (100% employer paid)
• Dental, vision and supplemental insurances available at state rates
• State of Florida retirement package
• Generous vacation and sick leave
• 10 paid holidays a year
• Tuition waiver for state college/university courses
• Training opportunities
• For additional benefit information available to State of Florida employees, go to http://www.mybenefits.myflorida.com

The Agency for Persons with Disabilities (APD) works in partnership with local communities to support people with developmental disabilities in living, learning, and working in their communities. APD provides critical services and support for customers with developmental disabilities to reach their full potential. The Agency serves people with spina bifida, autism, Down syndrome, children ages 3-5 at high risk of developmental disabilities, cerebral palsy, Prader-Willi syndrome, Phelan-McDermid syndrome, and intellectual disabilities. There is no charge or co-payment for services provided through the Agency. www.apdcares.org

Join APD’s TACACHALE and be part of the team that MAKES A DIFFERENCE – NOT JUST A LIVING, impacting the lives of developmentally disabled adults!

SALARY RANGE

$34,760.00 - $38,236.00 Annually $1,336.92 - $1,470.62 Biweekly

The hiring salary may exceed the maximum posted salary.

SPECIFIC DUTIES AND RESPONSIBILITIES

Provides administrative support to the Program Operations Administrator (POA). This position requires independent work and decision making in preparing correspondence and reports for supervisor’s signature; dispersing incoming information to facility/department staff and independently initiating special projects.

Enters and retrieves data from electronic files for compilation of reports and/or information requested to include but not limited to entering resident incident report data, processing and tracking client trust and trust account funds. Answers and forwards phone calls and takes and delivers messages to staff. Serves as communication liaison between other departments and facilities. Routes, screens, forwards, and follows through in processing incoming and outgoing mail.

Prepares memorandums, letters, forms and other documents in response to assignments and special projects; ensures they are completed timely and accurately. Reviews all documents for the POA’s signature prior to the POA review for accuracy and compliance with internal operating procedures and protocols. Order and maintain office/medical equipment, supplies, forms, equipment, and work orders.

Establish and maintain all records, files, correspondence and reports. Develop systems for retrieving data from files. Research, collect and prepare reports to be used by the POA from assignments or data requested from Administration and tracks assignments and reports through completion and resolution of the requests to ensure timely submission.

Coordinates and/or oversee personnel activities for Facility 2 and 5 as designated by the POA, including but not limited to scheduling/tracking of new employee facility orientation, processing the separation of employees, filing vacant positions, and maintaining a current facility Table of Organization.

Schedules appointments for and maintains POA’s calendar and appointments. Receives visitors and screens incoming calls and answers inquiries of moderate complexity.

Performs other related duties as required.

POSITION REQUIREMENTS

• Corrective Lenses Restricted license are acceptable provided the driver wears the corrective lenses while operating a state vehicle.
• Must have a high school diploma or equivalent
• Must be willing to perform essential services before, during, and after an emergency.
• Must be willing to work beyond the normal work schedule to maintain minimum coverage levels and meet the needs of the Agency.

This position may be required to perform essential services before, during, and after an emergency per APD OP 2-0035.

This position is critical to the safety and supervision of residents and may require the incumbent to work beyond their normal work schedule to maintain minimum coverage levels in the facility.

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge of

• Microsoft Suite of Products which includes Word, Excel, PowerPoint, Outlook
• Filing systems
• Correct spelling, punctuation, and grammar use
• Typing memorandums and various reports
• Developing an organized filing and tracking system

Ability to:

• Prepare correspondence and administrative reports.
• Understand and apply applicable rules, regulations, and procedures.
• Take accurate minutes of meetings.
• Establish and maintain effective working relationships with others.
• Communicate effectively both verbally and in writing.
• Utilize problem-solving techniques.
• Use a telephone, computer, fax machine, and copy machine.
• Plan, organize and coordinate work assignments.
• Organize data into a logical format for presentation in reports, documents, and other written materials.
• Work as part of a team.
• Interact with all customers in a professional manner.
• Review documents to ensure accuracy and quality.

Skilled in:

• The use of MS Office Suite software including Word, Excel, Outlook, PowerPoint
• Managing/coordinating multiple, high-priority assignments
• Communicating effectively orally and in writing
• Managing multiple priorities and making timely decisions to meet department requirements.

ADDITIONAL INFORMATION

PROFILE COMPLETION

Applicants must complete all fields in the Candidate Profile, including their work history with the month and year.

Responses to Qualifying Questions must be verifiable in the Candidate Profile, and “see resume” will not be considered an acceptable response.

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

All applicants should complete the online application process. If assistance is needed to apply for this position, please call the people first service center at 1-877-562-7287.

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.

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 the date of your retirement.

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.

Applicants for employment will also be screened through the Florida Agency for Health Care Administration (AHCA) Care Provider Background Screening Clearinghouse. For additional information, please visit the AHCA Background Screening Clearinghouse .

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).

All applicants should complete the online application process.If you need assistance applying for this position, please call the People First service center at 1-877-562-7287.

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.

SPECIAL REQUIREMENTS

You may be required to provide your Social Security Number to conduct required verifications. Male candidates born on or after October 1, 1962, will not be eligible for hire or promotion in the Career Service, or appointment in the Selected Exempt Service (SES) or Senior Management Service (SMS) unless they are registered with the Selective Service System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS.

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.

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.

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.