State of Florida-posted 2 months ago
Full-time • Entry Level
Pensacola, FL
Executive, Legislative, and Other General Government Support

This position is within the Office of Business Planning, and often serves as the first point of contact for incoming guests and visitors and will provide assistance to stakeholders by responding to questions, providing general information, answering the main phone line, managing electronic calendars and performing general clerical duties such as data entry, and mail processing. This administrative position requires independent judgment and decision making and performs a wide variety of duties which will require the ability to prioritize and multi-task. The position also requires the ability to maintain a permanent set of scheduled hours, which is 8 a.m. to 5 p.m. daily.

  • Completion of administrative assignments in support of the District's regulatory programs as needed or requests
  • Utilization of the NWD_EPost email address and related common drives
  • Completes data entry into Oculus and various databases as required
  • Conducts Oculus Quality Assurance as time permits
  • Oversight and completion of Shared Mailbox Requests
  • Document Processing, Incoming/Outgoing mail processing
  • Database Management
  • Public Records
  • Pre-Indexing
  • Oculus
  • Document Management
  • Process Improvement Initiatives
  • Attendance at program and team meetings, and any other duties as assigned or requested
  • Processes incoming permit applications and sends email to Administrative Resource Team (ART) or appropriate staff
  • Processes checks received with applications, notifies Administrative Resource Team (ART) for pick-up
  • Organizes and disseminates incoming compliance documents by program area, to be picked up by Program Planner
  • Processes all other incoming mail & courier documents and routes appropriately
  • Coordinates incoming/outgoing mail and serves as liaison to postal and courier services
  • Serves as the district's central point of contact for the public and staff, responsible for managing the welcome desk and switchboard
  • Enters caller requests, complaints, and concerns into Inquiry/Complaint Tracker for staff follow-up
  • Assists callers with general questions and provides requested information and/or provides alternate contact sources
  • Greets and directs visitors to appropriate staff members
  • Prepares identification badges for all visitors and staff
  • Creates welcome desk coverage schedule
  • Schedules teleconference calls for the NWD staff
  • Creates Standard Operating Procedures (SOP's) for welcome desk duties
  • Valid Driver License and ability to travel overnight as needed
  • 2 years of administrative and/or customer service experience. Post-secondary degrees in a related field from an accredited college or university may be used as an alternative for the required years of experience on a year-for-year basis
  • Skill and proficiency in computer operations and programs such as MS Word, Excel, PowerPoint, Access, SharePoint, and Outlook
  • Annual and Sick Leave benefits
  • Nine paid holidays and one Personal Holiday each year
  • State Group Insurance coverage options, including health, life, dental, vision, and other supplemental insurance options
  • Retirement plan options, including employer contributions
  • Flexible Spending Accounts
  • Tuition waivers
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