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Administrative Assistant I
•30 days ago
| Hours | Full-time, Part-time |
|---|---|
| Location | tampa, Florida |
About this job
ADMINISTRATIVE ASSISTANT I -- CS
AGENCY FOR PERSONS WITH DISABILITIES
SUNCOAST REGION - TAMPA
***OPEN COMPETITIVE OPPORTUNITY***
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, cerebral palsy, Prader-Willi 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.
THE STATE OF FLORIDA IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER AND DOES NOT TOLERATE DISCRIMINATION OR VIOLENCE IN THE WORKPLACE.
APPLICANTS REQUIRING A REASONABLE ACCOMMODATION, AS DEFINED BY THE AMERICANS WITH DISABILITIES ACT, MUST NOTIFY THE AGENCY HIRING AUTHORITY AND/OR PEOPLE FIRST SERVICE CENTER (1-877-562-7287). NOTIFICATION TO THE HIRING AUTHORITY MUST BE MADE IN ADVANCE TO ALLOW SUFFICIENT TIME TO PROVIDE THE ACCOMMODATION.
THE STATE OF FLORIDA IS 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.
THIS POSITION REQUIRES A BACKGROUND INVESTIGATION INCLUDING FINGERPRINTING, PURSUANT TO S. 110.1127(1), FLORIDA STATUTES.
PURSUANT TO CHAPTER 295, FLORIDA STATUTES, ELIGIBLE VETERANS AND SPOUSES OF VETERANS WILL RECEIVE PREFERENCE IN EMPLOYMENT FOR CAREER SERVICE POSITIONS AND ARE ENCOURAGED TO APPLY. FOR APPLICANTS CLAIMING VETERANS' PREFERENCE, PLEASE ATTACH YOUR SUPPORTING DOCUMENTATION AT THE TIME YOU APPLY. AUXILIARY AIDS AND SERVICES ARE AVAILABLE UPON REQUEST TO INDIVIDUALS WITH DISABILITIES.
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. IF YOU ARE UNABLE TO COMPLETE THE ON-LINE APPLICATION PROCESS, A STATE OF FLORIDA EMPLOYMENT APPLICATION MAY BE FAXED TO 1-888-403-2110. IF AN APPLICATION IS FAXED, YOU WILL BE CALLED BY THE PEOPLE FIRST SERVICE CENTER TO RESPOND TO THE QUALIFYING QUESTIONS. 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.
***DUTIES:
This position provides administrative support to the Waiver Workstream Lead of the Agency for Persons with Disabilities located in the SunCoast Region. Duties include, but are not limited to the following:
Serves as backup to individual responsible for sending out Selection packets to clients and/or guardians when requested. This will also include the assignments to those Waiver Support Coordinators selected.
Processes the transfer and receipt of the consumer's Central Record within 5 working days when the file is received at the Tampa Regional Office, forwards records to other regions within required time frames and maintains a transfer log.
Maintains and Updates listings of WSC Provider listing monthly. i.e. when new WSC's are added and when WSC's leave.
Serves as liaison with other agencies, Area APD offices, the Central Office, vendors and operational staff, assisting with requests for information.
Assist all staff in the administrative office when needed. i.e. answers phone when randomly assigned as needed. Backup Waiver Unit Clerk Typist in the assignment of SANs to Liaisons and the submission of SANs to State Office. Serves as Backup to assignment of WSC's.
Ensures that closed files are registered in the automated Records Storage and Information System, boxes records and labels each box and makes arrangements to move the files to the off-site provider.
Assists supervisor to complete assignments within required timeframes by tracking incoming assignments for the waiver unit. Retrieves voicemails for supervisor, tracks to ensure returns calls are made within 24 hours.
Maintains supervisor calendar and assists with the coordination of meetings, presentations and special projects including preparation of materials, securing of meeting space and issuing meeting notices. Prepares travel reimbursement forms within 5 days of receipt as needed.
Types correspondences as requested by Supervisor. Forwards informational emails as requested by Supervisor. Prepares reports for waiver activities as requested.
Prepares travel reimbursement forms for the waiver unit within 5 days of receipt.
Orders and maintains Office Supplies, includes tracking the most costly supplies when necessary.
Assists the Administrative Assistant to the Regional Operational Manager as needed.
Performs other duties as assigned.
AGENCY FOR PERSONS WITH DISABILITIES
SUNCOAST REGION - TAMPA
***OPEN COMPETITIVE OPPORTUNITY***
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, cerebral palsy, Prader-Willi 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.
THE STATE OF FLORIDA IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER AND DOES NOT TOLERATE DISCRIMINATION OR VIOLENCE IN THE WORKPLACE.
APPLICANTS REQUIRING A REASONABLE ACCOMMODATION, AS DEFINED BY THE AMERICANS WITH DISABILITIES ACT, MUST NOTIFY THE AGENCY HIRING AUTHORITY AND/OR PEOPLE FIRST SERVICE CENTER (1-877-562-7287). NOTIFICATION TO THE HIRING AUTHORITY MUST BE MADE IN ADVANCE TO ALLOW SUFFICIENT TIME TO PROVIDE THE ACCOMMODATION.
THE STATE OF FLORIDA IS 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.
THIS POSITION REQUIRES A BACKGROUND INVESTIGATION INCLUDING FINGERPRINTING, PURSUANT TO S. 110.1127(1), FLORIDA STATUTES.
PURSUANT TO CHAPTER 295, FLORIDA STATUTES, ELIGIBLE VETERANS AND SPOUSES OF VETERANS WILL RECEIVE PREFERENCE IN EMPLOYMENT FOR CAREER SERVICE POSITIONS AND ARE ENCOURAGED TO APPLY. FOR APPLICANTS CLAIMING VETERANS' PREFERENCE, PLEASE ATTACH YOUR SUPPORTING DOCUMENTATION AT THE TIME YOU APPLY. AUXILIARY AIDS AND SERVICES ARE AVAILABLE UPON REQUEST TO INDIVIDUALS WITH DISABILITIES.
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. IF YOU ARE UNABLE TO COMPLETE THE ON-LINE APPLICATION PROCESS, A STATE OF FLORIDA EMPLOYMENT APPLICATION MAY BE FAXED TO 1-888-403-2110. IF AN APPLICATION IS FAXED, YOU WILL BE CALLED BY THE PEOPLE FIRST SERVICE CENTER TO RESPOND TO THE QUALIFYING QUESTIONS. 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.
***DUTIES:
This position provides administrative support to the Waiver Workstream Lead of the Agency for Persons with Disabilities located in the SunCoast Region. Duties include, but are not limited to the following:
Serves as backup to individual responsible for sending out Selection packets to clients and/or guardians when requested. This will also include the assignments to those Waiver Support Coordinators selected.
Processes the transfer and receipt of the consumer's Central Record within 5 working days when the file is received at the Tampa Regional Office, forwards records to other regions within required time frames and maintains a transfer log.
Maintains and Updates listings of WSC Provider listing monthly. i.e. when new WSC's are added and when WSC's leave.
Serves as liaison with other agencies, Area APD offices, the Central Office, vendors and operational staff, assisting with requests for information.
Assist all staff in the administrative office when needed. i.e. answers phone when randomly assigned as needed. Backup Waiver Unit Clerk Typist in the assignment of SANs to Liaisons and the submission of SANs to State Office. Serves as Backup to assignment of WSC's.
Ensures that closed files are registered in the automated Records Storage and Information System, boxes records and labels each box and makes arrangements to move the files to the off-site provider.
Assists supervisor to complete assignments within required timeframes by tracking incoming assignments for the waiver unit. Retrieves voicemails for supervisor, tracks to ensure returns calls are made within 24 hours.
Maintains supervisor calendar and assists with the coordination of meetings, presentations and special projects including preparation of materials, securing of meeting space and issuing meeting notices. Prepares travel reimbursement forms within 5 days of receipt as needed.
Types correspondences as requested by Supervisor. Forwards informational emails as requested by Supervisor. Prepares reports for waiver activities as requested.
Prepares travel reimbursement forms for the waiver unit within 5 days of receipt.
Orders and maintains Office Supplies, includes tracking the most costly supplies when necessary.
Assists the Administrative Assistant to the Regional Operational Manager as needed.
Performs other duties as assigned.
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