Share this Job

ADMINISTRATIVE ASSISTANT II - 67033664

Date: Feb 11, 2019

Location: WEST PALM BEACH, FL, US, 33401

The State Personnel System is an E-Verify employer. For more information click on our E-Verify website.

Requisition No: 54100 

Agency: Agency for Persons with Disabilities

Working Title: ADMINISTRATIVE ASSISTANT II - 67033664

Position Number: 67033664 

Salary:  $1,128.63-$1,241.49 Bi-Weekly 

Posting Closing Date: 02/25/2019 

ADMINISTRATIVE ASSISTANT II– CS

AGENCY FOR PERSONS WITH DISABILITIES

SOUTH EAST REGION –67033664–WEST PALM BEACH, FLORIDA

 

***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, 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.

 

 

 

This position includes a pay additive of $48.80 biweekly in addition to the range posted above.

 

REQUIREMENTS:

 

 

Open Competitive opportunity- Any applicant who meets the minimum requirements of the position.

 

Must have at least one year of experience working as an Administrative Assistant for an executive or senior level manager in a large organization.

 

**NOTE: All responses provided to the qualifying questions for this vacancy advertisement must be verifiable on your State of Florida, Employment Application. **

 

***DUTIES:

 

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

 

This is an administrative position assisting the Regional Program Administrator in the operation of the Region.  The employee provides administrative support, researches and gathers data, prepares draft reports and correspondence, recommends and implements operational administrative systems, and interprets policy in order to provide guidance and assistance to further the achievement of the goals of the Region. 

 

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 RPA. 

  • Provides initial draft correspondence as requested by RPA. 

  • Maintains an accurate documents filing system.

  • Handles incoming telephone calls to the RPA, directs calls to appropriate staff or takes messages providing a model for excellent customer service.

  • Handles e-mail correspondence as assigned by RPA.

  • Prepares meeting agendas and minutes as assigned by RPA.

     

Acts as liaison for RPA with other Regional staff. 

  • Maintains an assignment tracker for staff assignments by RPA.

  • Coordinates staff meetings and 1:1supervision meetings between the RPA and staff. 

  • Assists RPA in responding in an accurate and timely fashion to all assignments and deadlines. 

  • Uses independent judgment to make routine assignments to RPA staff

 

Acts as Human Resources liaison for the Palm Beach office. 

  • Assists RPA and RPS’s in completing required documents for advertising and hiring new employees.

  • Communicates with applicants to schedule interviews and gather follow up documents.

  • Provides direction and assistance to staff related to personnel matters; researches as needed.

  • Collects and organizes staff’s self-assessment of performance in preparation for annual performance reviews.

     

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 RPA. 

     

Works with the fiscal assistant to order and purchase office supplies for the Palm Beach office.

 

Acts as lead worker in support of other administrative staff and makes recommendations to the RPA for improvements in systems and routines. 

  • Observes administrative operations and makes recommendations to the RPA for improvements in systems and routines. 

  • Interprets established policy and provides information for the resolution of problems.  

  • Provides training and technical assistance to staff regarding use of automated office equipment and administrative systems

  • Performs other duties as assigned.

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: Palm Beach
Nearest Secondary Market: Miami