ADMINISTRATIVE ASSISTANT I

Administrative Assistant I

This posting may close before the posted closing date. Future vacancies may be filled from this advertisement for a period of up to six months.

The Agency for Persons with Disabilities 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 will serve staff and management across the Agency.

Salary Range: $34,760.00 - $39,852.98 Annually

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.

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.

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.

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 View phone number on click.appcast.io.

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 View phone number on click.appcast.io). 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 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.