Requisition No: 814821

Agency: Agency for Persons with Disabilities

Working Title: ADMINISTRATIVE ASSISTANT II - 67016474

Position Number: 67016474

Salary: $1,260.00 to $2,343.04 Biweekly

Posting Closing Date: 02/12/2024

Agency for Persons with Disabilities – Tacachale

Administrative Assistant II

ALL EMPLOYMENT GAPS MUST BE EXPLAINED AND INCLUDED WITH WORK HISTORY WHEN APPLYING.

**Note: Position may close prior to advertised closing date**

*Anticipated Vacancy*

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:

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

For additional benefit information available to State of Florida employees, go to http://www.mybenefits.myflorida.com

Responsibilities:

The incumbent in this position provides administrative and clerical support to the Clinical Services Division Director, Quality Services Division Director and the Qualified Intellectual Disability Professional Facilitator. This position also provides backup clerical support for the Center’s administration.

Acts as receptionist, answers the phone, greets, announces, and routes visitors to the appropriate staff. Assists callers with basic or routine information, prepares and distributes accurate phone messages.

Compiles, establishes, and maintains all records, files, correspondence, and reports. Responsible for processing routine correspondence.

Completes, independently and with direction from the Clinical Services Division Director, Quality Services Division Director and the Qualified Intellectual Disability Professional Facilitator assignments and special projects accurately and in a timely manner.

Proofreads all documents for the Clinical Services Division Director and Quality Services Division Director signatures, correcting any errors and returning document for correction.

Operates the computer, printer, photocopy/fax machine as required, as well as provides technical assistance to others.

Responsible for entering training data into the Training Manager program and running reports. Schedules Quality Management training as required.

Schedules appointments and meetings for the Clinical Services Division Director, Quality Services Division Director and the Qualified Intellectual Disability Professional Facilitator.

Serves as the building manager for the Administration Building.

Maintains a tracking system for items requiring follow-up. Works with appropriate staff to ensure deadlines are met.

Maintains updated information regarding licensure of all professional staff.

Handles fund requests from the Friend of Tacachale Fund. Receives and submits fund requests to the Friends of Tacachale Committee via email. Once approved submits the request to the Foundation for processing.

Schedules meetings for the Administration conference room.

Responsible for accurately recording and transcribing Family and Friends of Tacachale meeting minutes. Distributes finalized minutes to appropriate staff. Distributes agenda to committee members prior to meeting.

Attends all required in-service workshops and training sessions as needed or required.

Orders and maintains the office supplies to ensure the necessary supplies are readily available and not depleted. Assists with the ordering of computer supplies.

Assists Security Services by maintaining the Vehicle Decal database.

Assists with maintaining cellphone database.

Performs other job-related duties as required.

Knowledge, skills, and abilities:

Knowledge of administrative principles and practices.

Knowledge of office procedures and practices.

Knowledge of the principles and techniques of effective communication.

Knowledge of Microsoft Office.

Ability to collect, evaluate and analyze data relating to administrative functions such as accounting, personnel, purchasing and report writing.

Ability to prepare correspondence and administrative reports.

Ability to collect, evaluate and analyze data.

Ability to understand and apply applicable rules, regulations, and procedures.

Ability to use a telephone, computer, fax machine, and copy machine.

Ability to utilize problem-solving techniques.

Ability to work independently.

Ability to plan, organize and coordinate work assignments.

Ability to organize data into logical format for presentation in reports, documents, and other written materials.

Ability to communicate effectively.

Ability to establish and maintain effective working relationships with others.

Minimum Requirements:

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.

Qualifying Questions: Your responses to qualifying questions for this position must be verifiable by documentation provided through the electronic application process.

Direct Deposit Program: As a condition of employment, a person appointed to a position in State government 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 candidates being considered for employment must successfully complete a State and National criminal history check as a condition of employment before beginning employment, and be screened in accordance with the requirements of Chapter 435, Florida Statutes, and if applicable Chapter 408, F.S.

Background screening shall include, but not be limited to: Fingerprinting for State and Federal criminal and juvenile records through the Florida Department of Law Enforcement (FDLE), and Federal Bureau of Investigation (FBI) and may include local criminal records check through local law enforcement agencies. Also, employees are subject to background re-screening at least every five (5) years.

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.

E-Verify: WE HIRE ONLY U.S. CITIZENS AND THOSE LAWFULLY AUTHORIZED TO WORK IN THE U.S. WE PARTICIPATE IN THE U.S. GOVERNMENT’S EMPLOYMENT ELIGIBILITY VERIFICATION PROGRAM (E-VERIFY). E-VERIFY IS A PROGRAM THAT ELECTRONICALLY CONFIRMS AN EMPLOYEE’S ELIGIBILITY TO WORK IN THE U.S. AFTER COMPLETION OF THE EMPLOYMENT ELIGIBILITY VERIFICATION FORM (I-9).

ALL CANDIDATES SHOULD COMPLETE THE ON-LINE PROFILE PROCESS. IF ASSISTANCE IS NEEDED TO APPLY FOR THIS POSITION, PLEASE CALL THE PEOPLE FIRST SERVICE CENTER AT 1-877-562-7287.

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.

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.