Administrative Assistant - Ops

Administrative Assistant I - Ops -

This posting may close before the posted closing date. 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:
State Group Insurance coverage options, including health, life, dental, vision, and other supplemental insurance options. Retirement plan options, (For more information, please click ). And more! For a more complete list of benefits, visit

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.

This position provides administrative support for the Clinical Workstream and is responsible for all general office duties to include but not limited to focused work on two areas - Behavior Analysts and Forensic.

The Work You Will Do

• Answers agency phone calls and/or messages in a responsive, professional, courteous manner and direct calls accordingly.
• Review, track, and assign behavioral service requests regarding clients, providers and agreements.
• Responsible for general office duties to include, but not limited to:
  Filing, scanning documents, updating various spreadsheets for tracking, email communication, distribution and preparing of incoming and outgoing mail.
• Assist with maintaining files, agendas, minutes, correspondence and schedule participants and meeting rooms for Local Review Committee (LRC).
• Assist with gathering and distributing LRC behavior plans for upcoming reviews.
• Provides support and continued correspondence with providers.
• Follows up on client behavioral service requests submitted in APD electronic system (iConnect) to ensure requests are completed timely to meet statutory requirements.
• Uses iConnect or electronic system to update client and/or provider records accordingly.
• Assist forensic liaison with court order referrals and competency training referrals.
• Responsible for preparing various types of mailing.
• Uses iConnect or electronic system to update client and/or provider records accordingly.
• Serve as an information specialist for behavioral providers, parents, unit supervisors and program office staff.
• Assist in all preparations related to outreach and community events.
• Maintains records of consumer and provider files for behavioral, medical and psychological services.
• Other work-related duties as needed to support the agency.

At least (1) year of professional office experience as an administrative assistant. Prefers fluent bilingual individual (English & Spanish speaker).

Knowledge, Skills, And Abilities

• Knowledge of:
  General office procedures and practices.
• Microsoft applications (Excel, Word, PowerPoint, SharePoint), database system, and ability to multi-task.
• Ability to:
  Establish, organize and maintain files.
• Communicate orally and in writing, (face-to-face, electronically and/or written) information and ideas clearly, concisely, and effectively.
• Establish and maintain effective working relationships with consumers, families, providers, and staff within and across regions.
• Prioritize and schedule work efficiently, determine work priorities and ensure completion of work assignments.
• Multi-task and work under pressure.

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…