Staff Assistant - OPS - 65650318 - Florida State Jobs : Job Details

This is a highly responsible professional support position in the CARES office. This position performs a variety of administrative tasks. The incumbent will be an integral member of a dedicated team.

Salary will be commensurate with experience and qualifications, ranging from $15.00 to $17.63, hourly.

Duties and responsibilities include:

• Inputs client information into the Client Information and Registration Tracking System (CIRTS) and maintains data files on Medicaid clients residing in the community or in nursing facilities.
• Initiates, receives and screens telephone calls in a professional and courteous manner, provides routine information, and routes calls appropriately.
• Produces correspondence, memorandums, reports, in-house forms for staff, manuals, and other office documents from rough draft to final copy.
• Sorts and date stamps incoming mail and faxes. Accurately routes information either physically or through approved electronic methods to the appropriate staff or case file, prepares case files, and prepares outgoing mail.
• Maintains CARES files using approved filing methods and the electronic file room instructions. Scans paper files and applies proper naming conventions. Prepares paper records for destruction after scanning to the electronic file room.
• Initiates/retains purchase requisitions for supplies, tracks purchase orders and billing receipts from vendors, and adheres to timely purchasing deadlines for in-house supplies and machine maintenance.
• Prepares travel forms accurately and timely according to current Department guidelines.
• Coordinates all special projects as assigned by the supervisor.
• Participates in disaster recovery efforts throughout the State of Florida.
• Performs other duties as assigned.
• Attendance is an essential function of this position.

Knowledge, skills, and abilities include:

• Possess strong written and oral communication skills, and uses correct grammar, punctuation, and spelling. Must be detail oriented and able to enter data accurately into a computerized system.
• Ability to demonstrate a professional and courteous demeanor to establish and maintain cooperative working relationships with the public and staff.
• Ability to follow written and oral directions and instructions. Ability to read, understand, and apply complicated and detailed regulations, policies, procedures, and programs governing the agency.
• Ability to communicate clearly with others to obtain and verify information concerning eligibility.
• Analyze and interpret written, numerical, and verbal data from various sources. Ability to type and prepare reports and memorandums accurately and timely. Plan and organize to ensure work is completed in accordance with regulations relating to eligibility and timeliness.
• Ability to work in a large, open office environment.
• Ability to maintain confidentiality as required.
• Ability to lift and carry a laptop and associated documents (up to ten pounds).

Requirements include:

• Must have an associate degree or higher from an accredited college or university and one (1) year of professional secretarial or clerical work experience; or three (3) or more years of professional secretarial or clerical work experience; or a combination of education, professional experience with at least one (1) year of professional secretarial or clerical work experience, totaling three (3) or more years.

The benefits of working for the State of Florida include:

• Participation in state group insurance (must meet eligibility requirements).
• Participation in the Florida Deferred Compensation Plan (457b).
• State of Florida 401(a) FICA Alternative Plan (tax deferred Retirement Savings Plan).
• Flexible Spending Accounts.

Our organization and mission are dedicated to promoting the well-being, safety, and independence of Florida's seniors, their families, and caregivers. Its vision is for all Floridians to live well and age well.

Candidate profile (application) must be complete in its entirety. Include supervisor names and phone numbers of all periods of employment. Account for and explain any gaps in employment so that the hiring process is not delayed. Gaps of employment for three months or more MUST be addressed on application. Experience, education, training, knowledge, skills, and/or abilities as well as responses to pre-qualifying questions must be verifiable to meet the minimum qualifications. It is unacceptable to use the statement See Resume in place of entering work history. Periods of employment should be entered with the most recent/current listed first. If you are a retiree of the Florida Retirement System (FRS), please contact the FRS to determine if your current benefits may be affected if you are reemployed with the State of Florida in an FRS-covered position. Your current retirement benefits may be canceled, suspended, or deemed invalid depending upon the date of your retirement. If claiming Veteran's Preference, candidates MUST attach supporting documentation (DD214). If claiming Right to First Interview, candidates MUST attach a copy of your official layoff letter when applying. All documentation is due by the close of the vacancy announcement.

If you experience problems applying online, please call the People First Service Center at (877) ###-####. Successful completion of a Level 2 Criminal History Background Check is required for all applicants selected for this position. Applicants should apply on-line via the People First Website by 11:59 p.m. (EST) on the closing date of the position vacancy advertisement but are strongly encouraged to apply by 6:00 p.m. on the closing date to avoid any system down times or any other complications that may arise. If you have problems applying on-line, call the People First Service Center at 1-877-###-####. Paper applications will not be accepted by the agency. The Department of Elder Affairs is an older worker-friendly employer and also lists vacancies on the Silver Edition website, found at that connects persons age 50 and older with other businesses/volunteer organizations/employers who specify they are older worker-friendly.

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-###-####). 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.