OPS ADMINISTRATIVE ASSISTANT I - 79900010

State of Florida • Orlando, FL

7d • $19 - $19

About The Position

This is a professional position under the direct supervision of the Board Executive Director.  This position supports the Division of Real Estate (DRE), the Florida Real Estate Appraisal Board (FREAB), the Florida Real Estate Commission (FREC), the Florida Real Estate Education Section, the Department, and the Public.  The work assigned to this position requires the ability to handle a variety of highly responsible functions independently adhering to Florida Statutes and Administrative Code, the guidelines provided, and in accordance with Division and Department policies and procedures. The incumbent in this position performs the following work and other related activities.

Requirements

• Knowledge of applicable Florida Statutes and Administrative Code related to real estate regulation
• Ability to interpret and apply laws, rules, and policies
• Strong written and verbal communication skills
• Ability to: Work independently and as part of a team, Manage multiple priorities and deadlines, Maintain confidentiality, Handle difficult or sensitive interactions professionally, Research and analyze information to reach sound conclusions
• Strong organizational and problem-solving skills
• Proficiency in: Microsoft Office Suite, Document and regulatory systems (OnBase, Versa: Regulation, SharePoint), Internet and intranet applications
• One / two years of professional experience in: Administrative support, Program analysis, research, or evaluation
• Data or document management systems
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
• Ability to work in a confidential and sensitive environment
• Ability to: Communicate effectively (written and verbal), Handle customer inquiries and difficult interactions professionally, Work independently and collaboratively, Organize, prioritize, and coordinate work assignments, Research and analyze information to reach appropriate conclusions

Nice To Haves

• Associate or Bachelor’s degree from an accredited college or university (may substitute for experience)
• Experience with: Regulatory boards, commissions, or licensing environments, Public records requests and statutory compliance (Chapter 119, F.S.), Electronic document management systems (e.g., OnBase, Versa: Regulation, SharePoint), Government operations or public sector administration
• Working knowledge of: Florida Administrative Code Rules 61J1 and 61J2, Chapters 455, 475, and 120 Florida Statutes (applied knowledge), Uniform Standards of Professional Appraisal Practice (USPAP)
• Experience: Coordinating meetings, agendas, and official records, Serving as a liaison with government agencies, stakeholders, and the public, Supporting compliance tracking and regulatory case management processes
• Demonstrated: Interest in public service, Ability to manage multiple deadlines in a regulatory environment, Familiarity with compliance monitoring, reporting, or performance tracking
• Basic knowledge of: Chapters 119, 120, 455, and 475, Florida Statutes, Rule 61J2, Florida Administrative Code

Responsibilities

• Commission Meeting Coordination
• Prepares for monthly FREC meetings by: Drafting and finalizing meeting minutes, Developing administrative agendas and compiling supporting materials, Advertising meetings in the Florida Administrative Register (FAR) in accordance with statutory notice requirements, Posting materials to the website and distributing documentation to Commissioners
• Attend FREC meetings to: Provide operational and procedural support, Announce disciplinary and Legal Recovery Fund cases, Address questions from Commissioners, Operate and monitor audio/video recording systems
• Regulatory and Compliance Functions
• Maintains and updates compliance records related to: Disciplinary actions, Education requirements, Accounts receivable
• Reviews and submits Final Orders to the Office of General Counsel and Agency Clerk’s Office
• Updates and monitors cases in Versa: Regulation, OnBase, and Compliance Tracking Log
• Coordinates publication of disciplinary actions and Final Agency Actions on the Division website
• Ensures timely processing of: Petitions for Declaratory Statements, Variance and Waiver requests
• Public Records and Customer Service
• Processes public records requests in compliance with Chapter 119, F.S., including: Reviewing files, Redacting confidential information
• Responds to inquiries from consumers, licensees, and stakeholders via phone, email, and mail
• Serves as a liaison with state agencies, local governments, and the public
• Administrative Support
• Assists with travel coordination and Statewide Travel Management System (STMS) entries
• Processes invoices and administrative documentation
• Supports special projects and internal operational needs
• Reviews incoming correspondence and formulates appropriate responses

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

• Career Level: Entry Level
• Education Level: Associate degree