REGULATORY SPECIALIST I - 79011354 1

State of Florida

11d

About The Position

The Bureau of Elevator Safety is seeking a highly motivated individual with excellent customer service experience. The incumbent must be able to independently exercise professional judgment and requires the ability to communicate effectively, verbally and in writing. Our Organization and Mission The Division of Hotels and Restaurants (H&R) licenses, inspects, and regulates public lodging and food service establishments in Florida under Chapter 509, Florida Statutes (FS). The division also licenses and regulates elevators, escalators and other vertical conveyance devices under Chapter 399, FS. The division’s three bureaus Sanitation and Safety Inspections, Licensing, and Elevator Safety – comprise a team of approximately 360 personnel fulfilling the regulatory obligations of the division throughout the state. Our Mission is to protect the health and safety of the public by providing the industry with quality inspections and fair regulation. The Work You Will Do Processes records related to monitoring, delinquencies, elevator companies, professional credentialing, and change of record forms. Processes inspection records to ensure completion and submits for licensure approval or does further research for further action. Maintains up-to-date information for accident reporting and enters information into Versa: Regulation. Assists with office functions, i.e., scanning and indexing inspection reports, data entry, and answering the telephone providing customer service to inspectors and the public. Processes a variety of routine correspondence, emails, and faxes and prepares replies or investigates for further action. Processes incoming and outgoing mail. Monitors electronic submittal of inspection records from elevator inspection companies. Provides quality assurance by checking for inspection upload errors. Communicates with customers to ensure electronic inspection records are properly resubmitted for data upload. Responsible for scanning and quality control of elevator inspections using the Anydoc scanning application system. Ensures inspections are accurately scanned for quality data management. Reports problems and anomalies to supervisor for research and investigation. Responsible for the mailing, tracking and monitoring of Oversight Inspection Findings Summary (OIFS) paperwork. Records Oversight Inspection Findings Summary from BES inspectors and OIFS responses received in tracking database and sends responses to appropriate bureau staff for quality assurance review. Provides fundamental quality assurance for document routing, processing and storage. Assists with monitoring and responding to inquiries from the bureau’s email inbox. Assists with complaints, escalations, and other duties as needed. Represents the bureau in technology related meetings in reference to the Anydoc scanning application system. Responsible for performing technology duties which includes but is not limited to computer software and hardware, data systems and record keeping in Versa: Regulation and OnBase. Reviews vehicle reports and associated paperwork. Works with BES drivers to obtain all needed documentation to ensure vehicle reports are accurate prior to obtaining Deputy Chief’s approval. Performs other work-related duties as required.

Requirements

• Two years of general office experience; and
• Two years of experience using Microsoft Office Suites (i.e. Word, Excel, Access, Outlook); and
• Two years of customer service experience.
• Knowledge: of laws, rules, policies & procedures applicable to Bureau of Elevator Safety and the principles and techniques of effective communication.
• Skilled in: data collection relating to the Bureau of Elevator Safety, which may include but are not limited to statistical reports.
• Ability: to prepare correspondence and administrative reports; to understand and apply applicable rules, regulations, policies and procedures relating to the Bureau of Elevator Safety; to plan, organize & coordinate individual work assignments; to effectively communicate, written and verbally; to independently perform with a consistently high degree of personal organization, productivity and professionalism; to interact positively and productively with employees, other areas of the organization, regulated industries and the public; to integrate use of software and desktop or portable hardware to enhance personal and organizational performance, including spreadsheet, word processing, scheduling, e-mail, licensing and internet applications and other technology required by the department.

Responsibilities

• Processes records related to monitoring, delinquencies, elevator companies, professional credentialing, and change of record forms.
• Processes inspection records to ensure completion and submits for licensure approval or does further research for further action.
• Maintains up-to-date information for accident reporting and enters information into Versa: Regulation.
• Assists with office functions, i.e., scanning and indexing inspection reports, data entry, and answering the telephone providing customer service to inspectors and the public.
• Processes a variety of routine correspondence, emails, and faxes and prepares replies or investigates for further action.
• Processes incoming and outgoing mail.
• Monitors electronic submittal of inspection records from elevator inspection companies.
• Provides quality assurance by checking for inspection upload errors.
• Communicates with customers to ensure electronic inspection records are properly resubmitted for data upload.
• Responsible for scanning and quality control of elevator inspections using the Anydoc scanning application system.
• Ensures inspections are accurately scanned for quality data management.
• Reports problems and anomalies to supervisor for research and investigation.
• Responsible for the mailing, tracking and monitoring of Oversight Inspection Findings Summary (OIFS) paperwork.
• Records Oversight Inspection Findings Summary from BES inspectors and OIFS responses received in tracking database and sends responses to appropriate bureau staff for quality assurance review.
• Provides fundamental quality assurance for document routing, processing and storage.
• Assists with monitoring and responding to inquiries from the bureau’s email inbox.
• Assists with complaints, escalations, and other duties as needed.
• Represents the bureau in technology related meetings in reference to the Anydoc scanning application system.
• Responsible for performing technology duties which includes but is not limited to computer software and hardware, data systems and record keeping in Versa: Regulation and OnBase.
• Reviews vehicle reports and associated paperwork.
• Works with BES drivers to obtain all needed documentation to ensure vehicle reports are accurate prior to obtaining Deputy Chief’s approval.
• Performs other work-related duties as required.

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: No Education Listed
• Number of Employees: 1,001-5,000 employees