ADMINISTRATIVE ASSISTANT II - SES - 79001359

State of Florida•Tampa, FL

8d•$37,193 - $41,558•Onsite

About The Position

This position independently performs regulatory and administrative work implementing all required tasks related to the supervision of employees, including approval of attendance and leave, evaluating employee performance (preparing performance plans, performance evaluations, etc.), employee development, communicating with employees, training of support staff, planning and directing their work and other supervisory related duties. Supervise, train and cross-train support staff. Responsible for yearly evaluation of support staff. Assist staff with questions or problems. Provide coverage of tasks when delegated support staff is absent. Training new inspectors on office procedures. Maintain records on vehicle inventory and transponders. Responsible for collecting, preparing and consolidating the monthly vehicle record report. Assist District Manager, Deputy District Manager and Supervisors with research, special project or request. Serves as liaison between district staff and other division personnel. Process all revenue receipts i.e. Temporary Events. Maintain a log of receipts that are processed and sent to Headquarters. Provide temporary receipts booklets for inspectors as needed. Responsible for reconciling completed receipt books before returning them to the Division Headquarters. Researches and resolves discrepancies between the completed book and the reconciliation report. Completes the Year End reconciliation for the District. Monitor district mailbox and On-Base for service request, complaints and other request that are received. Responsible for scheduling the Certified Food Manager exam and arranging payment for new certifications and renewals for the District field staff. Data input of complaints, service request, inspections, post conference, change of record forms and other documents. Providing stamp copies of room rates and balcony certification to the operator. Assist with assigning inspections, complaints and service request to iPads. Assist with the preparation of Administrative Complaints, Closures, and Administrative Determination’s. Responsible for keeping track and sending out unpaid fine letters. Responsible for printing and processing the delinquent license with overdue fine letter (30 day letter). Produces the corresponding Administrative Determination if needed after the 30 days. Responsible for monitoring and tracking resort dwellings. Responsible for processing incoming escalations for the District as well as tracking and closing them within Division guidelines. Responsible for tracking unlicensed inspections as well as hand-keying and scanning the inspections as needed. Assist inspectors with license issues. Research problems with licensing, owner change, bad checks and fines. Profiling or re-profiling any discrepancies that may occur with change of ownership or new applications. Provides customer service at front desk to assist walk-ins, answer questions and sign-off on beverage papers. Assist with answering all incoming calls. Prepare monthly calendar for front desk coverage. Schedule conference room calendar for monthly staff meetings and DOAH hearings. Responsible for maintenance and repair of office equipment, copier and postage meter. Input monthly copy usage, download updates to postage meter. Assist with the handling of out-going, incoming mail, and certified mail. Provide notary service for official state documents. Responsible for monitoring and purchasing of all office supplies and forms. Tracks district monthly budget usage. Scans invoices and processes payment in Bank of America Works software program. Engages in active testing of new and updated technology including Versa Regulation, OnBase, Escalations, Complaint Forms, etc. Assists with the filing of inspections, compliance cases and other documents. Perform other related duties as assigned.

Requirements

Two years of general office experience
Two years of computer experience to include proficient use of Microsoft Word and Excel
Two years of customer service experience assisting customers on the telephone or in-person
Knowledge of basic management principles and practices as it pertains to the Bureau of Field Services.
Ability to communicate effectively orally and in writing.
Ability to establish and maintain effective working relationship with others.

Nice To Haves

Skilled in the use of software, desktop hardware to enhance personal and organizational performance (spreadsheet, work processing, scheduling, e-mail, licensing and internet applications, and other technology required by the department).
Ability to collect, evaluate and analyze data to develop alternative recommendations, solve problems, document workflow and other activities relating to the improvement of management practices.

Responsibilities

Supervise, train and cross-train support staff.
Responsible for yearly evaluation of support staff.
Assist staff with questions or problems.
Provide coverage of tasks when delegated support staff is absent.
Training new inspectors on office procedures.
Maintain records on vehicle inventory and transponders.
Responsible for collecting, preparing and consolidating the monthly vehicle record report.
Assist District Manager, Deputy District Manager and Supervisors with research, special project or request.
Serves as liaison between district staff and other division personnel.
Process all revenue receipts i.e. Temporary Events.
Maintain a log of receipts that are processed and sent to Headquarters.
Provide temporary receipts booklets for inspectors as needed.
Responsible for reconciling completed receipt books before returning them to the Division Headquarters.
Researches and resolves discrepancies between the completed book and the reconciliation report.
Completes the Year End reconciliation for the District.
Monitor district mailbox and On-Base for service request, complaints and other request that are received.
Responsible for scheduling the Certified Food Manager exam and arranging payment for new certifications and renewals for the District field staff.
Data input of complaints, service request, inspections, post conference, change of record forms and other documents.
Providing stamp copies of room rates and balcony certification to the operator.
Assist with assigning inspections, complaints and service request to iPads.
Assist with the preparation of Administrative Complaints, Closures, and Administrative Determination’s.
Responsible for keeping track and sending out unpaid fine letters.
Responsible for printing and processing the delinquent license with overdue fine letter (30 day letter).
Produces the corresponding Administrative Determination if needed after the 30 days.
Responsible for monitoring and tracking resort dwellings.
Responsible for processing incoming escalations for the District as well as tracking and closing them within Division guidelines.
Responsible for tracking unlicensed inspections as well as hand-keying and scanning the inspections as needed.
Assist inspectors with license issues.
Research problems with licensing, owner change, bad checks and fines.
Profiling or re-profiling any discrepancies that may occur with change of ownership or new applications.
Provides customer service at front desk to assist walk-ins, answer questions and sign-off on beverage papers.
Assist with answering all incoming calls.
Prepare monthly calendar for front desk coverage.
Schedule conference room calendar for monthly staff meetings and DOAH hearings.
Responsible for maintenance and repair of office equipment, copier and postage meter.
Input monthly copy usage, download updates to postage meter.
Assist with the handling of out-going, incoming mail, and certified mail.
Provide notary service for official state documents.
Responsible for monitoring and purchasing of all office supplies and forms.
Tracks district monthly budget usage.
Scans invoices and processes payment in Bank of America Works software program.
Engages in active testing of new and updated technology including Versa Regulation, OnBase, Escalations, Complaint Forms, etc.
Assists with the filing of inspections, compliance cases and other documents.
Perform other related duties as assigned.