ADMINISTRATIVE ASSISTANT III - 79010300

State of Florida

3d • Onsite

About The Position

This position is located within the Division of Regulation, Tallahassee Regional Office. This position is responsible for providing administrative support to Division.

Requirements

• Knowledge of applicable Florida Statutes and rules, agency policies and procedures.
• Ability to understand and apply these statutes, rules, and policies.
• Ability to communicate effectively, orally and in writing.
• Ability to coordinate and prioritize work assignments.
• Ability to use available technology to perform duties, including but not limited to, computer software and hardware, OnBase, Single Licensing System, and other data systems.
• Knowledge of administrative and clerical procedures and systems.
• One year Administrative or Clerical Office experience; and
• Experience formatting, editing and creating comprehensive correspondence using Microsoft Office and e-mail correspondence using Microsoft Outlook

Nice To Haves

• Associate’s degree
• Experience in a regulatory field.
• Experience with redacting documents.
• Purchasing experience.
• Proficient in using OnBase and Versa Regulation.
• Knowledge of and ability to interpret and apply applicable Florida Statutes, laws, policies and procedures.

Responsibilities

• Incumbent serves as a personal and confidential assistant to the Field Office Manager for Regions I and II. Assists the Field Office Manager, Regional Program Administrator, Investigator Supervisor, Inspectors, and Investigators with administrative matters. This position requires the ability to objectively evaluate problems and make decisions independently, arriving at solutions based on Department policies and procedures.
• Assists Regions I and II with internal case management tracking system, with the current statistical information on the status of cases, citations, and notices of non-compliance monthly.
• Tracks citations after issuance by Inspectors/Investigators for both Regions. Sends payments to Revenue for further processing.
• Closes notices of non-compliance for both Regions. Maintains associated paperwork.
• For Regions I and II, assists with staff orientation and all paperwork necessary for employment with DBPR and office needs.
• Property custodian for Regions I and II, ensuring accurate recordkeeping of office equipment. Responsible for surplus equipment processing and handling incoming surplus and new equipment.
• Responsible for compilation of statistics for Regulation, coordination of information needed, and producing the monthly report, and others, as required. Oversees and maintains invoices and billings, travel vouchers, and reimbursement requests for the regional offices.
• For both regions, completes reimbursement requests, recordkeeping, and deposit processing. Prepares annual reports.
• Oversees all supplies, furniture, and equipment including computer needs for the regional offices. Effects continuous building item and equipment repairs for Region I and II offices. Oversees forms management, processes updates, creates in-office forms and account set-ups, and oversees implementation, as needed, to facilitate effective office operations.
• Develops and oversees efficient filing system for Region II office and maintains master records for office. Coordinates and oversees timely records destruction.
• Scans case related documentation to OnBase for Regions I and II.
• Serves as primary reception person for Region II office, answering phones, opening mail, and greeting visitors.
• Assists the Unlicensed Activity Unit with outreach event coordination, provides payments, and other related activities.
• Performs monthly WEX/car log reconciliation.
• Performs other duties as assigned.

Benefits

• State of Florida retirement package: 3% employee contribution required.
• Nine annual paid holidays and one personal holiday
• Ability to earn up to 104 hours of paid annual leave annually as a new employee with the State of Florida
• Ability to earn up to 104 hours of paid sick leave annually.
• The State of Florida offers health insurance coverage (i.e. individual and family coverage) to eligible employees.
• The State of Florida provides a $25,000 life insurance policy to eligible employees.
• Additional supplemental insurance policies are available for dental, vision, hospital supplement, cancer, etc.
• Tax deferred medical and childcare reimbursement accounts are available.
• Tuition waiver program to attend an approved State of Florida College or University

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree