OPERATIONS ANALYST I - 37010132

State of Florida

33d • Onsite

About The Position

The primary responsibilities of this position are to serve on the Business Planning Team. Will conduct organizational studies and evaluations on office procedures providing technical assistance and developing procedures to assist the Southeast District Office to operate more efficiently and effectively.
Performs associated administrative and consultative duties for all District programs, including processing permit applications; position is also responsible for also acknowledging permits, consent orders, and related documents after signature by Director of District Management. In addition, assists in the preparation of issuance and/or denial of permits; correspondence, reports, memoranda, complex engineering or chemical reports and other subjects that may be engineering, biological/chemical, legal or technical in nature. Assists and backs up other Business Planning team members on an as-needed basis.
Serves as backup for verifying, entering, and facilitating the processing of checks and accompanying paperwork for all monies (application fees, penalties, etc.) received by the Southeast District office, maintains accountability for all checks, following up to ensure that processors return paperwork in a timely fashion, and maintains all necessary records to ensure that improper checks are returned and the appropriate fees (as determined by the processor) are entered into the system in an expeditious manner. Prepares and performs deposit activities as outlined in related operating procedures.
Performing functions for district phone and guest reception. Works with Business Planning Team members to ensure calls are received and routed appropriately and ensure staffing coverage for same. Ensure guests are greeted and assisted accordingly. Receiving and opening incoming paper mail, stamps documents with date stamp and then scans and distributes it to the various sections, addresses, etc. Receives and ships all packages via common carriers, receiving electronic mail, routing as appropriate and filing in the proper electronic filing system, scans incoming paper mail, and properly routing both electronic and paper copies and filing as appropriate, if assigned to do so. Process all outgoing mail within district timeframes, as needed.
Serves as backup for assisting with the District’s Records Management processes. Assists coding and preparing department regulatory and administrative documents based on priority for the Electronic Document Management System. Convert DEP paper documents to electronic format by scanning, indexing, and inserting documents into the file server and/or the Electronic Document Management System software using the document taxonomy maintained by the Department. Conduct Quality Assurance of DEP documents by completing a page-by-page comparison of paper document to electronic copy. Acts as Records Custodian for the district oversees daily the proper disposal of paper records in accordance with Florida Statute and DEP regulations.
Reviews documents, reports, etc., submitted to the district to ensure compliance with applicable statutory and regulatory requirements. Analyzes and enters data contained therein into appropriate database(s) and notifies Subject Matter Expert(s) of any notable deviations. Assists and backs up other Business Planning team members on an as-needed basis.  Maintains current information of division policies and programs and processes routine matters within established policies.  Performs statistical, reporting, and other major office functions as requested.
Assists team on special projects, as assigned. Special projects may be related to general team projects, specific time-oriented tasks, or general duties as they relate to the Business Planning and overall district needs.  Attend workshops and seminars when requested.
Responsible for proper use and care of state-owned property and equipment assigned to this position.

Requirements

• Knowledge of administrative principles and practices, office procedures
• Knowledge of methods of data collection and principles
• Knowledge of techniques for effective verbal and written communication
• Knowledge of operation of personal computer
• Knowledge and understanding of how to apply DEP rules, regulations, policies, and procedures
• Skilled in report writing, preparing correspondence and administrative reports
• Skilled in communicating effectively and in writing using the Department’s computer equipment
• Ability to collect and analyze data
• Ability to utilize problem-solving techniques
• Ability to work independently
• Ability to plan, organize and coordinate work assignments
• Ability to establish and maintain effective working relationships with others
• Valid Driver License

Nice To Haves

• An associate’s degree in Business Administration, Natural Sciences or a related field; or any combination of post-secondary or verifiable related experience, as described above for a total of two years is preferred.

Responsibilities

• Conduct organizational studies and evaluations on office procedures.
• Provide technical assistance and developing procedures to assist the Southeast District Office to operate more efficiently and effectively.
• Perform associated administrative and consultative duties for all District programs, including processing permit applications.
• Acknowledge permits, consent orders, and related documents after signature by Director of District Management.
• Assist in the preparation of issuance and/or denial of permits; correspondence, reports, memoranda, complex engineering or chemical reports and other subjects that may be engineering, biological/chemical, legal or technical in nature.
• Serve as backup for verifying, entering, and facilitating the processing of checks and accompanying paperwork for all monies (application fees, penalties, etc.) received by the Southeast District office.
• Maintain accountability for all checks, following up to ensure that processors return paperwork in a timely fashion, and maintains all necessary records to ensure that improper checks are returned and the appropriate fees (as determined by the processor) are entered into the system in an expeditious manner.
• Prepare and perform deposit activities as outlined in related operating procedures.
• Perform functions for district phone and guest reception.
• Ensure calls are received and routed appropriately and ensure staffing coverage for same.
• Ensure guests are greeted and assisted accordingly.
• Receive and open incoming paper mail, stamps documents with date stamp and then scans and distributes it to the various sections, addresses, etc.
• Receive and ship all packages via common carriers, receiving electronic mail, routing as appropriate and filing in the proper electronic filing system, scans incoming paper mail, and properly routing both electronic and paper copies and filing as appropriate, if assigned to do so.
• Process all outgoing mail within district timeframes, as needed.
• Serve as backup for assisting with the District’s Records Management processes.
• Assist coding and preparing department regulatory and administrative documents based on priority for the Electronic Document Management System.
• Convert DEP paper documents to electronic format by scanning, indexing, and inserting documents into the file server and/or the Electronic Document Management System software using the document taxonomy maintained by the Department.
• Conduct Quality Assurance of DEP documents by completing a page-by-page comparison of paper document to electronic copy.
• Act as Records Custodian for the district oversees daily the proper disposal of paper records in accordance with Florida Statute and DEP regulations.
• Review documents, reports, etc., submitted to the district to ensure compliance with applicable statutory and regulatory requirements.
• Analyze and enter data contained therein into appropriate database(s) and notifies Subject Matter Expert(s) of any notable deviations.
• Maintain current information of division policies and programs and processes routine matters within established policies.
• Perform statistical, reporting, and other major office functions as requested.
• Assist team on special projects, as assigned.
• Attend workshops and seminars when requested.
• Responsible for proper use and care of state-owned property and equipment assigned to this position.
• Performs other related duties as required.

Benefits

• 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
• Tuition waivers

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 1,001-5,000 employees