OPS SECRETARY SPECIALIST

Requisition No: 804930

Agency: Agency for Persons with Disabilities

Working Title: OPS SECRETARY SPECIALIST - 67965607

Position Number: 67965607

Salary: $15.00 Hourly

Posting Closing Date: 06/29/2023

AGENCY FOR PERSONS WITH DISABILITIES

POSITION: OPS SECRETARY SPECIALIST - Other Personal Services (OPS)

WORKING TITLE: OPS Administrative Assistant

POSITION’S LOCATION: Northeast – Gainesville, FL

POSITION NUMBER: 67965607

OPEN COMPETITIVE OPPORTUNITY

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

May hire above advertised range and position may close prior to closing date.

This position is pending reclassification to OPS Administrative Assistant.

This position is included in the APD Hiring Day Event on June 29, 2023. This event will be located at 1621 Northeast Waldo, Bldg. 1. Gainesville, Fl 32609 and will be held from 10:00 am to 2:00 pm.

If you would like to be considered for an interview the day of the event, please apply and answer the qualifying questions. Please ensure that your resume is attached and your candidate profile is up to date.

Applicants who are unable to attend the scheduled hiring event may be considered for open positions with the Agency for which they qualify.

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 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

SALARY RANGE

$31,200.00 Annually $1,200.00 Bi Weekly $15.00 Hourly

POSITION DETAILS

This advertisement is for an Other Personal Services (OPS) position located in APD’s Northeast Region In Gainesville, FL.

SPECIFIC DUTIES AND RESPONSIBILITIES

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.

Duties and responsibilities include, but are not limited to, the following:

This position works under the direct supervision of the Regional Program Supervisor providing oversight to Clinical Supports including behavioral services in the region. This support person works collaboratively to coordinate the activities of the Regional Program Supervisor, Medical Case Managers, QSI Assessors and Forensic liaison with group home and other service providers assure that appropriate, timely and effective services are provided in accordance with state rules and regulations.

Performs General Clerical Duties and Duties as Assigned. Performs any other related activities as requested by the Regional Program Supervisor. General clerical duties may include, handling incoming calls, preparing, or routing correspondence, ordering office supplies, scheduling meetings, track/help maintain calendars and assignments as well as file or scan paper and electronic documents.

Prepares Travel Reimbursements for Behavioral Services/MCM/QSI/Forensic Staff Gathers documentation for travel reimbursement, prepares travel reimbursement forms and obtains review/signature of staff. Submits travel documents for processing.

Tracks Assignments Related to Crisis MW Enrollment and Significant Additional Needs funding requests. Assists with making assignments and tracks completion on a tracker spreadsheet, entering, and verifying information in the iConnect system, assists with scheduling appointments for face-to-face visits, enters routine information into report templates (name; DOB; residence; diagnoses; list of documents submitted; etc.), prints and scans documents needed for reviews, and contacts appropriate persons to request missing documentation.

Coordinates Meetings Maintains a calendar for conference rooms, schedules face-to-face and online meetings, notifies participants of date/time and location or sends electronic invitations, assists with preparation of meting materials.

Handles Correspondence Opens hard copy correspondence and prioritizes for supervisor and others’ review, notes deadlines and informs staff of priority based on deadlines, assists with drafting correspondence.

Completes Assigned Eligibility Determination Duties Assists with entry of documents into iConnect, prepares short-form support plans as designated. Prints and mails Notices of Eligibility.

Completes Personnel Related Duties Assists with hiring activities, including scheduling interviews, assisting with reference checks, organizing hiring paperwork as assigned.

Other Related Duties as assigned.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

• Ability to: Plan, Organize and coordinate work assignments, communicate effectively, establish, and maintain effective working relationships with others, understand and apply applicable rules, regulations, policies, and procedures and to work independently.

• Knowledge of: Microsoft Office Software (Word, Excel, PowerPoint, Outlook, Access), office procedures and practices, data collection, principles, and techniques of effective communication.
  

POSITION REQUIREMENTS

• High school diploma or its equivalent.
  

ADDITIONAL INFORMATION

PROFILE COMPLETION

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

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 these 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 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).

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.

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.