Administrative Assistant III - 79010300

State of Florida • Largo, FL

1d

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; and

Nice To Haves

• Preference may be given to applicants who have/are:
• 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