SENIOR CLERK - 64028088

State of Florida • Tampa, FL

16d • $34,760 - $36,036 • Onsite

About The Position

The Senior Clerk position provides administrative and technical support to the Environmental Public Health Services Division. This entry level-administrative position is responsible for dealing directly with the public by providing program information, answering client questions, processing new applications, collecting cash, and entering data into several computer databases. The incumbent must be detail-oriented and able to multitask.

Requirements

• Knowledge of administrative principles and practices.
• Knowledge of office procedures and practices.
• Knowledge of correct grammer usage.
• Knowledge of basic arithmetic.
• Knowledge of the principles and techniques of effective communication.
• Knowledge of front desk customer service, heavy call volume, data entry.
• Ability to use Microsoft 365 applications(Outlook, Excel, Word, Access, MS Teams)
• Ability to prepare correspondence and administrative reports.
• Ability to follow instructions.
• Ability to review data for accuracy and completeness.
• Ability to understand and apply applicable rules, regulations, policies and procedures.
• Ability to utilize problem-solving techniques.
• Ability to work independently.
• Ability to plan, organize and coordinate work assignments.
• Ability to communicate effectively.
• Ability to establish and maintain effective working relationships with others.
• Ability to perform basic arithmetical calculations.
• 1 year of customer service
• All Florida Department of Health positions require the incumbent to be able to learn and communicate effectively, orally and in writing, in English. Applicants who do not meet this requirement will not be considered.

Nice To Haves

• Bilingual English and Spanish proficiency
• 1 year of data entry experience
• 1 year experience with Microsoft 365 applications
• High School diploma or GED

Responsibilities

• Performs front desk clerical duties which will include a combination of client registration, cashier, answering telephones, data entry or computer processing, scanning, office machine operation and filing.
• Process new and repair applications for OSTDS, SDW, and Community Health Programs within 24 business hours of them being received by this office. Responsible for reviewing all applications submitted for accuracy and entering applications into Environmental Health Database (EHD), Oracle/SDWIS (DEP) and Access. Maintains accurate and up-to-date data entry, reviewing all applications submitted for accuracy and collecting payment.
• Responsible for reviewing all applications submitted for accuracy and collecting payment.
• Responsible for ensuring all requests for information from the public are processed daily.
• Responsible for completing assigned complaints within 1 business day.
• Responsible for printing emails from the assigned distribution email and ensuring they are logged and entered in EHD/Oracle/SDWIS within 2 business days of receipt.
• Distributes flags to OSTDS clients.
• Responsible for contacting Sunshine 811 via phone or online portal to obtain information concerning underground utilities for all permit applications submitted prior to the department allowing any field inspections to be conducted.
• Responsible for uploading pentabs/scan bins to e-Bridge.
• Answers, screens, and transfers telephone calls to the appropriate program area/individual. Handles telephone by answering questions regarding all Environmental Health Services Programs, including taking nuisance complaints and entering them into the Environmental Health Complaint Portal and in to the Environmental Health Database when directed.
• Assures coverage at the front desk by receiving clients and maintaining good client relations through proper customer service skills. (greet clients immediately upon entrance, interact professionally and courteously to clients and staff members)
• Responsible for contacting clients via email and/or telephone for information or payment regarding OSTDS, SDW and all Community Health programs.
• Collects monies and issues receipts to correctly tabulate and collect all monies for each program. Ensures Change Fund Reconciliation form is completed, and cash drawer report is balanced daily. Submits signed reconciliation reports to Accountant II, at end of each day for audit review.
• Processes water sample reports for Limited Use and Safe Drinking Water by reviewing data for deficiencies; from source documents into prescribed computer database, adhering to compliance deadlines and resolving discrepancies by using standard procedures or obtaining further information for incomplete documents.
• Responsible for compiling all submissions and establishing entry priorities.
• Verifies entered water sample reports data and pentab uploads by reviewing, correcting, deleting, or re-entering data; gathering data when report information is incomplete; purging files to eliminate duplication of data.
• Ensuring accurate completion and timely submission of all administrative reports required, including: maintenance of excel logs, records of activities and tasks.
• Process other related documents as required, including but not limited to travel, attending meetings, and training sessions, representing Environmental Health
• Enters Employee Activity Reports (EARs) into HMS within required timeframe of 7 days; Documents leave and attendance records information in People First
• Completes mandatory trainings within established time frames
• Serves on Councils and Committees as time allows
• Prepares updates to Environmental Health SharePoint within area of responsibility. Post meeting minutes for each program area of responsibility and maintains SOP’s for each program area of responsibility.
• In the event of a disaster, report for duty/ or after disaster as needed. The incumbent will be required to use his/her personal vehicle

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
• Flexible Spending Accounts
• Tuition waivers

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED