STAFF ASSISTANT - 67013360

State of Florida•Gainesville, FL

11d•$34,760 - $38,236•Onsite

About The Position

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

A valid Florida Driver’s License.
Corrective Lenses Restricted license are acceptable provided the driver wears the corrective lenses while operating a state vehicle.
Must have a high school diploma or equivalent
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.
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 of Microsoft Suite of Products which includes Word, Excel, PowerPoint, Outlook
Knowledge of Filing systems
Knowledge of Correct spelling, punctuation, and grammar use
Knowledge of Typing memorandums and various reports
Knowledge of Developing an organized filing and tracking system
Ability to Prepare correspondence and administrative reports.
Ability to Understand and apply applicable rules, regulations, and procedures.
Ability to Take accurate minutes of meetings.
Ability to Establish and maintain effective working relationships with others.
Ability to Communicate effectively both verbally and in writing.
Ability to Utilize problem-solving techniques.
Ability to Use a telephone, computer, fax machine, and copy machine.
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 Work as part of a team.
Ability to Interact with all customers in a professional manner.
Ability to Review documents to ensure accuracy and quality.
Skilled in The use of MS Office Suite software including Word, Excel, Outlook, PowerPoint
Skilled in Managing/coordinating multiple, high-priority assignments
Skilled in Communicating effectively orally and in writing
Skilled in Managing multiple priorities and making timely decisions to meet department requirements.

Responsibilities

Provides administrative support to the Program Operations Administrator (POA). This position requires independent work and decision making in preparing correspondence and reports for supervisor’s signature; dispersing incoming information to facility/department staff and independently initiating special projects.
Enters and retrieves data from electronic files for compilation of reports and/or information requested to include but not limited to entering resident incident report data, processing and tracking client trust and trust account funds. Answers and forwards phone calls and takes and delivers messages to staff. Serves as communication liaison between other departments and facilities. Routes, screens, forwards, and follows through in processing incoming and outgoing mail.
Prepares memorandums, letters, forms and other documents in response to assignments and special projects; ensures they are completed timely and accurately. Reviews all documents for the POA’s signature prior to the POA review for accuracy and compliance with internal operating procedures and protocols. Order and maintain office/medical equipment, supplies, forms, equipment, and work orders.
Establish and maintain all records, files, correspondence and reports. Develop systems for retrieving data from files. Research, collect and prepare reports to be used by the POA from assignments or data requested from Administration and tracks assignments and reports through completion and resolution of the requests to ensure timely submission.
Coordinates and/or oversee personnel activities for Facility 2 and 5 as designated by the POA, including but not limited to scheduling/tracking of new employee facility orientation, processing the separation of employees, filing vacant positions, and maintaining a current facility Table of Organization.
Schedules appointments for and maintains POA’s calendar and appointments. Receives visitors and screens incoming calls and answers inquiries of moderate complexity.
Performs other related duties as required.