Administrative Assistant II - ses

Company: Florida Department of Transportation
Location: Gainesville
Posted on: May 12, 2022

Job Description:

Requisition No: 538542
Agency: Agency for Persons with Disabilities
Working Title: ADMINISTRATIVE ASSISTANT II - SES - 67036062
Position Number: 67036062
Salary: $1,140.00 - $2,112.49 bi weekly
Posting Closing Date: 04/30/2022
ADMINISTRATIVE ASSISTANT II - SES
APD TACACHALE
GAINESVILLE FLORIDA
The incumbent in this position provides administrative and clerical support to the Clinical Services Division Director, Quality Services Division Director, and the Qualified Intellectual disability Professional Facilitator. This position also provides backup clerical support for the Center's administrator.
Acts as receptionist, answers the phone, greets, announces and routes visitors to the appropriate staff. Assists callers with basic or routine information, prepares and distributes accurate phone messages.
Compiles, establishes and maintains all records, files, correspondence and reports. Responsible for processing routine correspondence.
Completes, independently and with direction from the Clinical Services Division Director, Quality Services Division Director, and the Qualified Intellectual Disability Professional Facilitator assignments and special projects accurately and in a timely manner.
Proofreads all documents for the Clinical Services Division Director and Quality Services Division Director's signatures, correcting any errors and returning documents for correction.
Operates the computer, printer, photocopy/fax machine as required, as well as provides technical assistance to others.
Responsible for entering training data into the Training Manager program and running reports. Schedules Quality Management training as required.
Schedules appointments and meetings for the Clinical Services Division Director, Quality Services Division Director, and the Qualified Intellectual Disability Professional Facilitator.
Serves as the building manager for the Administration Building.
Maintains a tracking system for items requiring follow-up. Works with appropriate staff to ensure deadlines are met.
Maintains updated information regarding licensure of all professional staff
Handles fund requests from the Friend of Tacachale Fund. Receives and submits fund requests to the Friends of Tacachale Committee via email. Once approved, submits the request to the foundation for processing.
Schedules meetings for the Administration conference room.
Responsible for accurately recording and transcribing Family and Friends of Tacachale meeting minutes. Distributes finalized minutes to appropriate staff. Distributes agenda to committee members prior to meeting.
Attends all required in-service workshops and training sessions as needed or required.
Orders and maintains the office supplies to ensure the necessary supplies are readily available and not depleted. Assists with the ordering of computer supplies.
Performs other job related duties as required.
Assists Security Services by maintaining the vehicle decal database.
Assists with maintaining cellphone database.
KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of administrative principles and practices.
Knowledge of office procedures and practices.
Knowledge of the principles and techniques of effective communication.
Knowledge of Microsoft Office.
Ability to collect, evaluate, and analyze date relating to administrative functions such as accounting, personnel, purchasing and report writing.
Ability to prepare correspondence and administrative reports
Ability to collect, evaluate and analyze data
Ability to understand and apply applicable rules, regulations and procedures
Ability to use a telephone, computer, fax machine, and copy machine
Ability to utilize problem-solving techniques
Ability to work independently
Ability to plan, organize and coordinate work assignments
Ability to organize data into logical format for presentation in reports, documents and other written materials.
Ability to communicate effectively.
Ability to establish and maintain effective working relationships with others.
This position may be required to perform essential services before, during, and after an emergency per APD OP 2-0035.
Employees of the Agency for Persons with Disabilities are required to demonstrate total commitment to outstanding customer service. This includes, but not limited to, acting in a responsive, professional, courteous manner with the employees, customers and public we serve at all times.
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.
Background Screening requirement - It is the policy of the Florida Agency for Persons with Disabilities that candidates being considered for employment must successfully complete a State and National criminal history check as a condition of employment before beginning employment, and be screened in accordance with the requirements of Chapter 435, Florida Statutes, and if applicable Chapter 408, F.S.
Background screening shall include, but not be limited to: Fingerprinting for State and Federal criminal and juvenile records through the Florida Department of Law Enforcement (FDLE), and Federal Bureau of Investigation (FBI) and may include local criminal records check through local law enforcement agencies. Also, employees are subject to background re-screening at least every five (5) years.
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).
THE STATE OF FLORIDA IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTIVE 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 (1-877-562-7287). NOTIFICATIION 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 SUSPISION DRUG TESTING IN ACCORDANCE WITH SECTION 112.0455, F.S., DRUG-FREE WORKPLACE ACT.
ALL CANDIDATES SHOULD COMPLETE THE ON-LINE PROFILE PROCESS. IF ASSISTANCE IS NEEDED TO APPLY FOR THIS POSITION, PLEASE CALL THE PEOPLE FIRST SERVICE CENTER AT 1-877-562-7287.
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.
Nearest Major Market: Gainesville

Keywords: Florida Department of Transportation, Gainesville , Administrative Assistant II - ses, Administration, Clerical , Gainesville, Florida