ADMINISTRATIVE SERVICES MANAGER - 67035223

Requisition No: 850127 

Agency: Agency for Persons with Disabilities

Working Title: ADMINISTRATIVE SERVICES MANAGER - 67035223

 Pay Plan: SES

Position Number: 67035223 

Salary:  $52,859.82 - $56,161.78 Annually 

Posting Closing Date: 04/16/2025 

Total Compensation Estimator Tool

AGENCY FOR PERSONS WITH DISABILITIES

 POSITION: ADMINISTRATIVE SERVICES MANAGER II - Selected Exempt Service (SES)

WORKING TITLE: ADMINISTRATIVE SERVICES MANAGER

POSITION NUMBER: 67035223

OPEN COMPETITIVE OPPORTUNITY

*This is an ANTICIPATED VACANCY*

This posting may close before the posted closing date.

CANDIDATE POOL: Future vacancies may be filled from this advertisement for a period of up to six months.

This position is not a Telework position and is required to report to the APD office in the area it serves.

The Benefits of Working for the State of Florida

Working for the State of Florida is more than a paycheck. The State’s total compensation package for eligible employees features a highly competitive set of employee benefits, including:

• Annual and Sick Leave benefits.
• Nine paid holidays and one Personal Holiday each year.
• State Group Insurance coverage options, including health, life, dental, vision, and other supplemental insurance options.
• Retirement plan options, including employer contributions (For more information, please click www.myfrs.com).
• Flexible Spending Accounts.
• Tuition waivers.
• And more! For a more complete list of benefits, visit www.mybenefits.myflorida.com.
• Paid Maternity and Parental Leave.

The Agency seeks team members who demonstrate the qualities of being humble, hungry, and smart and lead others to embody the same. This entails lacking excessive ego, sharing credit, being self-motivated, and exercising good judgment and intuition regarding the subtleties of group dynamics. 

This position with APD will serve staff and management across the Agency. Your work will impact the workplace culture, our community, and the population we serve as we continuously strive to achieve the Agency’s mission.

*Responses to the qualifying questions are required and must be verifiable based on your submitted application, and “see resume” will not be considered an acceptable response.

SALARY RANGE

$52,859.82 - $56,161.78 Annually                       $2,033.07 - $2,160.03 Bi-weekly

Position Summary

This is a high-level professional position responsible for planning, implementing and evaluating activities within the Regional adminstrative functions, ensuring that APD operates efficiently within the limits set forth in the General Appropriations Act. This position is responsible for communicating with, motivating, training, and evaluating employees, and planning and directing employees’ work, and who have the authority to hire, transfer, suspend, lay off, recall, promote, discharge, assign, reward, or discipline subordinate employees or effectively recommend such action, including all employees serving as supervisors, administrators, and directors.

The Work You Will Do 

Planning

Provides direction and oversight for the creation of a regional spending plan, including maintenance of a regional Schedule of Allotment Balance.

Assesses the need for development of contracts for providers who are projected to exceed the Level II expenditure threshold.

Plans and coordinates equipment inventory and assessment of General Services needs.

Plans IT refreshment and asset and building maintenance schedules.

Implemention

Provides oversight for General Service functions/building maintenance/inventory, including acting as liaison with the Department of Management Services, coordinates safety committee, DMS building facilities report monthly, coordinates inventory and record storage/document shredding/recycling efforts. Serves as management liaison to Regional  Safety Committees; coordinate quarterly safety meetings in accordance with CFOP 215. 

Serves as the primary contact for APD General Services for all major staff relocation projects (more than 5 staff) within the respecitive Region and Field Offices. Drafts and maintains the project move plan for each project within the respective Region and Field Office Service area. Coordinates staff moves, including the movement of property and equipment as well as the coordination and procurement of moving contractors as necessary.  Assists the APD General Services Office to ensure that all necessary property relocation and transfer information is complete.

Coordinates building maintenance and janitorial issues with landlords and vendors.

Provides direction for fiscal management including, ordering and distributing office supplies, P-Card authorization and payment, leasing office equipment, vehicle maintenance and expenditures, travel vouchers, MyFlorida Market Place (MFMP) purchase order requests and approvals, vendor registration,  invoice review and approval process, monitoring of prompt payment, journal transfers,  check submittals (i.e., expenditure refunds, administrative fines, etc.), investigates and resolves vendor and provider billing/payment issues  (waiver and non-waiver), Allocation, Budget and Contract (ABC) Control System budget allocation:  monitors, records, distributes and updates ABC, processing of ABC invoices for supported living in-home subsidies, LTRC payments and fee collection, non-Medicaid Waiver (IFS) invoices, etc.

Coordinates preparation and maintenance of regional contracts and related functions.

Provides direction for Information Technology, including coordinating responses to user-reported automation problems, implementing a refresh schedule for computers and related equipment.

Evaluation

Submits financial reports, as requested by ROM, RPA and APD State Office.

Directs monthly reconciliations for all budget categories, processing of Florida Accounting Information Resource (FLAIR) correction/budget transfer requests, etc. Management of funds allotted for the Family Care Councils.  

Completes ad hoc analyses of administrative and operational activities in the Region as assigned by the Regional Program Administrator or Regional Operations Manager.

Additional

Provides management oversight to the Safety Committee.

Completes disaster preparedness duties as assigned.

Minimum Qualifications

• High School Diploma or its equivalent

• Valid Driver’s License or other efficient means of transportation and willing to travel for work purposes.

• Four years of professional related experience.

Knowledge, Skills, And Abilities

Knowledge of:

• Microsoft Office Programs (Word, Excel, Outlook, Teams, SharePoint).

• APD iConnect to complete business processes.

• Demonstrate and provide responsive customer service.

• Work with individuals with developmental disabilities. 

• Multi- task effectively.

• Tracking systems to monitor and complete work assignments within required timeframes.

• Methods of compiling, organizing, and analyzing data for the purpose of monitoring and evaluating staff. 

• The structure and content of the English language, including meaning and spelling of words, rules of composition, and grammar. 

Ability to:

• Communicate effectively, orally and in writing, and the ability to prepare reports. 

• Lead, supervise and manage people. 

• Establish and maintain effective working relationships with internal and external customers.

• Deal with the public in a tactful, courteous, and effective manner. 

• Analyze problems comprehensively and recommend solutions /change(s) quickly and effectively. 

• Demonstrate sound judgment and decision making, weighing the costs and benefits of a potential action. 

• Be flexible and prioritize workloads.

Additional Information

Profile Completion

To qualify for this position, applicants must complete all fields in the Candidate Profile, including their work history with the month and year. 

Resumes and other documentation can be attached to provide additional information but will not replace the required completed Candidate Profile.

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.  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.

Pursuant to S. 110.1127(1), Florida Statutes, this position requires a background investigation, including fingerprinting.

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 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.

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.