ADMINISTRATIVE ASSISTANT I - 67004549

The State of Florida - Tampa, FL

Full-time
Requisition No: 88344

Agency: Agency for Persons with Disabilities

Working Title: ADMINISTRATIVE ASSISTANT I - 67004549

Position Number: 67004549

Salary: $1,117.60 Bi-weekly

Posting Closing Date: 11/16/2019

ADMINISTRATIVE ASSISTANT I– CS

AGENCY FOR PERSONS WITH DISABILITIES

SUNCOAST REGION–67004549–TAMPA, FLORIDA

***STATE PERSONNEL ONLY OPPORTUNITY- ONLY CURRENT STATE PERSONNEL SYSTEM EMPLOYEES WILL BE ELIGIBLE***

THIS IS A CAREER SERVICE POSITION.

The Agency for Persons with Disabilities 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 supports for customers with developmental disabilities to reach their full potential. The Agency serves people with spina bifida, autism, Down syndrome, children age 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

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. 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.

THIS POSITION REQUIRES A BACKGROUND INVESTIGATION INCLUDING FINGERPRINTING, PURSUANT TO S. 110.1127(1), FLORIDA STATUTES.

WE HIRE ONLY 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). E-VERIFY IS A PROGRAM THAT ELECTRONICALLY CONFIRMS AN EMPLOYEE’S ELIGIBILITY TO WORK IN THE UNITED STATES AFTER COMPLETION OF THE EMPLOYMENT ELIGIBILITY VERIFICATION FORM (I-9).

ALL APPLICANTS SHOULD COMPLETE THE ON-LINE 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.

REQUIREMENTS:
State personnel opportunity only- Must be a current state employee.

Position may require some travel to surrounding areas, applicant must be willing and able to travel for work purposes.

This position requires a High School Diploma.

**NOTE: Applicants must complete all fields in the Candidate Profile. Work history with month, year, and hours worked are required to qualify for this position. Responses to Qualifying Questions must be verifiable in the Candidate Profile. Resumes and other documentation can be attached to provide additional information. ***

***DUTIES:
Employees of the Agency for Persons with Disabilities are required to demonstrate total commitment to outstanding customer service. This includes, but not limited to, acting in a responsive, professional, courteous manner with the employees, customers and public we serve at all times.

The incumbent in this position performs varied and highly responsible duties, providing administrative support to the Area Administrator of the SunCoast Region Agency for Persons with Disabilities Office. The position requires initiative and independent judgment in making decisions and setting priorities to effectively assist the Area Administrator. Duties and responsibilities include, but are not limited to:

Serves as assistant to the Area Administrator by planning, initiating and completing secretarial and administrative support activities. Schedules appointments & meetings, completes registrations & agendas; makes Blackberry & calendar entries; makes travel arrangements & prepares travel vouchers; processes incoming/outgoing correspondence & other documents; maintains Pending, Reading & Tickler files; routes documents for administrator's review & signature; sends out various 'prompts'; assists with special assignments & reports; maintains policy & various reference materials; tracks projects & follows up on assignments; responds to voice mail messages; and prepares fiscal, personnel-related and other paperwork as assigned by administrator.

Responsible for gathering information to order supplies, postage, furniture & machines. Makes arrangements for service & repair of equipment; communicates with state vendors, obtains quotes & prepares Purchase Requisitions through ARTS. Processes weekly & monthly invoices on blanket orders for the mail machine, copy machines, DHL overnight services, Shred-it services & phone installations. Receives & checks in various office deliveries & prepares Receiving Reports. Requests reimbursement for postage on agency mail machine & accounting fees for BRM account. Follows established Purchasing & Disbursement procedures to meet deadlines.

Receives and routes correspondence, e-Mails, data and reports to administrator, management team & staff. Assists with visitors and callers; creates & maintains various file systems and reference materials; prepares correspondence; scans documents; maintains conference room calendars; arranges reservation list conferencing; sets up daily phone schedules for administrative support; issues DHL Waybills; prepares phone directories; maintains employee training certificates; prepares business cards; serves as PF Timekeeper; verifies employee years of service with HR; orders service pins & plaques; distributes W2's; operates agency mail machine; reports meter readings; assists with United Way, FCC & Disaster Preparedness activities; and other related duties as assigned by the administrator.

Serves as DMS Tenant Representative; attends meetings & routes information to employees; serves as contact-person for agency maintenance issues; prepares on-line DMS Customer Work Orders; prepares employee applications for Sonitrol Access Cards and parking tags through local & Tallahassee DMS Offices; serves as Floor Warden for Suite 515; requests various office & suite keys; reserves DMS conference rooms for various agency meetings & activities; and responds to other DMS-related issues as may become necessary for the agency.

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. 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.

Nearest Major Market: Tampa