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Administrative Assistant II
•30 days ago
| Hours | Full-time, Part-time |
|---|---|
| Location | tampa, Florida |
About this job
ADMINISTRATIVE ASSISTANT II -- 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, Down syndrome, children age 3-5 at high risk of developmental disabilities, 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 State wide 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, applicants eligible for Veterans' Preference will receive preference in employment and are encouraged to apply. However, applicants claiming Veterans' Preference must attach supporting documentation with each application submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any others documentation as required by Rule 55A-7, Florida Administrative Code. All documentation is due by the closing date of the vacancy announcement. For information on the supporting documentation required, click here. Applicants may also fax their supporting documentation to People First at 1-888-403-2110.
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 is an administrative position assisting the Regional Operations Manager in the operation of the Suncoast Region. The employee provides administrative support, researches and gathers data, prepares draft reports and correspondence, recommends and implements operational administrative systems, and works collaboratively with all Work Stream Leads and administrative support staff.
Handles correspondence, telephone and e-mail communication:
Accurately routes correspondence in a timely manner.
Initiates use of approved templates for routine correspondence.
Provides draft and approved routine reports as assigned by ROM/designee.
Provides initial draft correspondence as requested by ROM/designee.
Maintains an accurate documents filing system.
Handles incoming telephone calls to the ROM/designee, directs calls to appropriate staff or takes messages providing a model for excellent customer service.
Handles e-mail correspondence as assigned by ROM/designee.
Prepares meeting agendas and minutes as assigned by ROM/designee.
Acts as liaison for ROM with other Regional staff.
Maintains an assignment tracker for staff assignments by ROM.
Coordinates staff meetings and 1:1 supervision meetings between the ROM and staff.
Assists ROM in responding in an accurate and timely fashion to all assignments and deadlines.
Uses independent judgment to make routine assignments to ROM staff.
Collects and organizes operational data.
Creates and maintains spreadsheets or other automated data collection systems to track performance regarding deadlines, workload and other administrative activity.
Prepares a regular report of staff performance on key indicators such as timeliness to deadline assignments as assigned by ROM.
Maintains ROM's daily calendar with discretion to schedule appointments.
Prepares materials for meetings that the ROM/designee is scheduled to attend.
Assists with travel arrangements and prepares travel reimbursement documentation.
Acts as lead worker in support of other administrative staff and makes recommendations to the ROM for improvements in systems and routines.
Observes administrative operations and makes recommendations to the ROM for improvements in systems and routines. Aids in problem resolution and troubleshooting.
Provides training and technical assistance to staff regarding use of automated office equipment and administrative systems.
Completes purchasing actions for office supplies using the My Florida Marketplace system.
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, Down syndrome, children age 3-5 at high risk of developmental disabilities, 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 State wide 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, applicants eligible for Veterans' Preference will receive preference in employment and are encouraged to apply. However, applicants claiming Veterans' Preference must attach supporting documentation with each application submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any others documentation as required by Rule 55A-7, Florida Administrative Code. All documentation is due by the closing date of the vacancy announcement. For information on the supporting documentation required, click here. Applicants may also fax their supporting documentation to People First at 1-888-403-2110.
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 is an administrative position assisting the Regional Operations Manager in the operation of the Suncoast Region. The employee provides administrative support, researches and gathers data, prepares draft reports and correspondence, recommends and implements operational administrative systems, and works collaboratively with all Work Stream Leads and administrative support staff.
Handles correspondence, telephone and e-mail communication:
Accurately routes correspondence in a timely manner.
Initiates use of approved templates for routine correspondence.
Provides draft and approved routine reports as assigned by ROM/designee.
Provides initial draft correspondence as requested by ROM/designee.
Maintains an accurate documents filing system.
Handles incoming telephone calls to the ROM/designee, directs calls to appropriate staff or takes messages providing a model for excellent customer service.
Handles e-mail correspondence as assigned by ROM/designee.
Prepares meeting agendas and minutes as assigned by ROM/designee.
Acts as liaison for ROM with other Regional staff.
Maintains an assignment tracker for staff assignments by ROM.
Coordinates staff meetings and 1:1 supervision meetings between the ROM and staff.
Assists ROM in responding in an accurate and timely fashion to all assignments and deadlines.
Uses independent judgment to make routine assignments to ROM staff.
Collects and organizes operational data.
Creates and maintains spreadsheets or other automated data collection systems to track performance regarding deadlines, workload and other administrative activity.
Prepares a regular report of staff performance on key indicators such as timeliness to deadline assignments as assigned by ROM.
Maintains ROM's daily calendar with discretion to schedule appointments.
Prepares materials for meetings that the ROM/designee is scheduled to attend.
Assists with travel arrangements and prepares travel reimbursement documentation.
Acts as lead worker in support of other administrative staff and makes recommendations to the ROM for improvements in systems and routines.
Observes administrative operations and makes recommendations to the ROM for improvements in systems and routines. Aids in problem resolution and troubleshooting.
Provides training and technical assistance to staff regarding use of automated office equipment and administrative systems.
Completes purchasing actions for office supplies using the My Florida Marketplace system.
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