ADMINISTRATIVE ASSISTANT I

Requisition No: 850056

Agency: Agency for Persons with Disabilities

Working Title: ADMINISTRATIVE ASSISTANT I - 67013864

Pay Plan: Career Service

Position Number: 67013864

Salary: $1,298.46 - $1,425.31 Bi-Weekly

Posting Closing Date: 04/18/2025

Total Compensation Estimator Tool

AGENCY FOR PERSONS WITH DISABILITIES

POSITION: ADMINISTRATIVE ASSISTANT I

POSITION’S LOCATION: Tacachale – Gainesville, FL

POSITION NUMBER: 67013864

OPEN COMPETITIVE OPPORTUNITY

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

This posting may close prior to closing date.

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

• Health insurance (over 90% employer paid)
• $25,000 life insurance policy (100% employer paid)
• Dental, vision and supplemental insurances available at state rates
• State of Florida retirement package
• Generous vacation and sick leave
• 10 paid holidays a year
• Career advancement opportunities
• Tuition waiver for state college/university courses
• Training opportunities
• For additional benefit information available to State of Florida employees, go to http://www.mybenefits.myflorida.com

The Agency for Persons with Disabilities (APD) 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 support for customers with developmental disabilities to reach their full potential. The Agency serves people with spina bifida, autism, Down syndrome, children ages 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

Join APD’s TACACHALE and be part of the team that MAKES A DIFFERENCE – NOT JUST A LIVING, impacting the lives of developmentally disabled adults!

SALARY RANGE

$33,760.00 - $37,136.00 Annually $1,298.46 - $1,425.31 Bi-Weekly

The hiring salary may exceed the maximum posted salary.

SPECIFIC DUTIES AND RESPONSIBILITIES

The incumbent assigned to this position is required to demonstrate independent decision making and to provide specialized administrative and clerical support to the Tacachale Dental Clinic.

Performs and oversees all administrative services required and assigned to ensure smooth operation of the dental department. Including but not limited to, assisting with the improvement of efficiency and workflow of office, answering phone calls, voicemails and interoffice communications, and preparing various weekly, monthly and yearly reports using Excel spreadsheets and internal scheduling system.

Coordinates all steps necessary to ensure all appointments are authorized, scheduled, prepared for and billed properly. Including but not limited to, coordination with home and clinic staff for sedations, coordination with support coordinator for pre-authorizations, ensuring appointments set at proper pace, communication with dental staff to ensure proper coding of procedures, communication with proper insurance agency regarding all payments and follow up if necessary, reviewing billings for accuracy, maintaining records of all charges and services.

Maintains and organizes all resident and patient records according to HIPAA and internal process and other various reports, documents and written communications.

Maintains supplies and equipment for Dental Clinic using MyFlorida Marketplace.

Ensures compliance with policies and procedures; complies with all APD/Tacachale operating procedures, regulations and directives. Attends all required in-service workshops and training sessions as needed or required to maintain and improve knowledge and skills.

Receives, screens and routes incoming mail. Responsible for composing and typing routine reports, minutes, forms and memorandums. Types rough draft subject material that varies from legal documents and statements to technical subject matter.

Answers the phones, greets, announces and routes visitors and calls to the appropriate staff. Assists callers with basic or routine information, prepares and distributes accurate phone messages. Provides advice and technical assistance to Tacachale staff regarding any problems under this department’s span of control.

Performs other related duties assigned.

POSITION REQUIREMENTS

• A valid Florida Driver’s License.
  • If hired with an out-of-state license a valid Florida State driver’s license must be obtained within 30 days.
  • Corrective Lenses Restricted license are acceptable provided the driver wears the corrective lenses while operating a state vehicle.
• Must be willing to perform essential services before, during, and after an emergency.
• A High School Diploma or Equivalent.

This position may be required to perform essential services before, during, and after an emergency per APD OP 2-0035.

This position is critical to the safety and supervision of residents and may require the incumbent to work beyond their normal work schedule to maintain minimum coverage levels in the facility.

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge of:

• computer software applications such as Microsoft Word and Excel.
• office procedures and practices.
• methods of data collection.

Ability to:

• work independently.
• communicate effectively.
• operate computer, fax machine, copier and two-way communication systems.
• plan, organize and coordinate work assignments.
• utilize problem-solving techniques.

ADDITIONAL INFORMATION

PROFILE COMPLETION

Applicants must complete all fields in the Candidate Profile, including their work history with the month and year.

Responses to Qualifying Questions must be verifiable in the Candidate Profile, and “see resume” will not be considered an acceptable response.

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

All applicants should complete the online 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.

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 the date of your retirement.

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). E-verify is a program that electronically confirms an employee’s eligibility to work in the U.S. after completing the employment eligibility verification form (I-9).

SPECIAL REQUIREMENTS

You may be required to provide your Social Security Number to conduct the required verifications. Male candidates born on or after October 1, 1962, will not be eligible for hire or promotion in the Career Service, or appointment in the Selected Exempt Service (SES) or Senior Management Service (SMS) unless they are registered with the Selective Service System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS.

DRUG FREE WORKPLACE

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.

Questions

Are you willing to perform essential services before, during, and after an emergency?

Do you have at least one year of clerical or similar experience working in an office setting?

Are you proficient with computer software such as Microsoft Office?

Would you be willing to learn various dental procedures to assist with dental services being provided to persons with developmental disabilities?

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. Certain service members may be eligible to receive waivers for postsecondary educational requirements. 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.