ADMINISTRATIVE ASSISTANT II - 67039571

State of Florida•Gainesville, FL

3d•$34,760 - $38,236•Onsite

About The Position

This position provides administrative and clerical support to the Risk Manager and the Workers’ Compensation Coordinator. This position also provides back-up clerical support to the Quality Services Director. 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. 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!

Requirements

Must have a high school diploma or equivalent.
Must be proficient in the use of office equipment such as computers, printers, scanners and fax machines.
Must be willing to perform essential services before, during, and after an emergency.
Must be willing to work beyond the normal work schedule to maintain minimum coverage levels and meet the needs of the Agency.
Knowledge of and demonstrate skill in Microsoft Suite Products which include Word, Outlook, Excel, PowerPoint.
Knowledge of filing systems, development and tracking.
Knowledge of correct spelling, punctuation, and grammar use.
Knowledge of developing an organized filing and tracking system.
Knowledge of typing memorandums and various reports.
Knowledge of basic office procedures and practices.
Ability to and demonstrate skill in communicating effectively orally and in writing.
Ability to and demonstrate skill in managing multiple priorities and making timely decisions to meet department requirements.
Ability to collect, evaluate, and analyze data and utilize problem solving techniques.
Ability to understand and apply applicable rules, regulations, and procedures.
Ability to establish and work in a collaborative manner in multidisciplinary teams and develop and maintain cooperative relationships with Department staff, other state agencies, and peers.
Ability to plan, organize and coordinate work assignments.
Ability to organize data into a logical format for presentation in reports, documents, and other written materials.
Ability to interact with all customers in a professional manner.
Ability to review documents to ensure accuracy and quality.
Ability to Learn new software pertinent to job responsibilities.
Ability to apply quality management principles and techniques.
Ability to type efficiently.
Ability to review documents to ensure accuracy and quality.

Responsibilities

Copy and file memorandums, letters, correspondence and other related documents.
Updates and purge workers’ compensation case files in accordance with the State of Florida General Records Schedule GS1-SL.
Utilize various computer programs with tracking systems, spreadsheet reports, meeting minutes and other processes as needed.
Compose and type memorandums, letters, and other correspondence as needed.
Serve as communication liaison between other departments and the Risk Management department.
Review, organize, and prioritize work assignments to meet assigned deadlines.
Completes independently and with direction from supervisor or supervisory chain of command assignments and special projects accurately and in a timely manner.
Act as receptionist, answer the phones, greet, announce, and route visitors and calls to the appropriate staff.
Assist callers with basic or routine information and prepare and distribute accurate phone messages.
Provide advice and technical assistance to Tacachale staff regarding any problems under this department’s span of control.
Operates the computer, multifunction printer, and fax machine as required.
Order and maintain office equipment, supplies, forms, equipment work orders.
Routes, screens, forwards, and processes incoming and outgoing mail.
Serves as one of the back-ups to the Tacachale Reportable/Critical Reports coordinator.
Serve as the Building Manager for the Risk Management building.
Performs other related duties as required.