SENIOR CLERK - 64049830 1 1 1

State of Florida • Bartow, FL

4d • $31,200 - $34,760 • Onsite

About The Position

This position is a Senior Clerk located in the Bartow Environmental Public Health Division of the Florida Department of Health in Polk County. Work involves a variety of complex and technical clerical duties for Environmental Health support, Environmental Supervisors, and Environmental Specialists. Duties performed require initiative, independent decision making, and obtaining solutions by operating with policies, laws, rules, and guidelines.

Receive and screen complex and technical applications that are submitted to this Agency for permits. Reviews each application with the client for completeness and accuracy. Process applications within Department guidelines and make copies for distribution to clients and staff. Maintain a log for permits and notify the clients of the application permitting status and outcomes.
Inputs technical and complex data into the Environmental Health Data System for Environmental Health Programs with emphasis regarding OSTDS Program.
This position is responsible for transcribing legal dictation that includes technical and complex correspondence and monthly/annual reports. Type routine and complex correspondence, memorandums, legal notices, and field reports. Proofread material for correct spelling, punctuation, and grammar. Prepare and type travel reimbursement forms.
Open and distribute incoming mail. Assist visitors and route telephone calls to the appropriate individual concerned. Write receipts and accurately complete the fee report. Send fee report to the Fiscal Office daily.
This position is responsible for maintaining inventory of office supplies and equipment. Track purchase requisitions and is responsible for all receiving reports to be signed and routed to the fiscal office in a timely manner.
Maintain a complex filing system on various Environmental Public Health Programs. Retrieves and routes correspondence and other material upon request and in a timely manner Prepare and mail invoices for OSTDS Septic Program billing.
Prepares and keeps track of purchase requisitions and receiving reports. Responsible for purchasing card duties, receipt of goods, which includes a review and approval of invoices from vendors. Maintains an interagency transaction log of monthly charges and submits to the Fiscal Office.
Assist supervisor in maintaining updated and accurate position descriptions and performance evaluations for employees.
Complete and submit Department required training. Daily Activity Reports (DAR’s), timesheets, and other required paperwork within Department required timeframes and guidelines.
Incumbent works as back-up and as needed on the switchboard that handles calls for all Environmental Public Health services throughout the county. The incumbent answers the switchboard, screens, and directs incoming phone calls, and assists with inquiries. Deals directly with clients by telephone and is responsible for managing a high volume of incoming telephone calls and must respond promptly to client inquiries. Provide basic and accurate information in-person and via phone/email. The incumbent also greets people entering the building and directs them appropriately.
The incumbent obtains all relevant information pertaining to customer complaints or compliments and brings them to immediate supervisor's attention. Respond promptly to the needs of the customer and solicit feedback to improve service.
The incumbent is expected to communicate (by phone, in writing, or in person) in a courteous and professional manner always. Incumbent will work as a team with other clerical support staff.
Must pay attention to details and possess excellent communication, customer service, and interpersonal skills. Incumbent must be able to work in a multi-cultural, fast-paced environment, under stressful conditions with the ability to adapt to constant change.
Make effective use of resources and may communicate/coordinate with internal departments regarding issues relating to Environmental Public Health.
Maintain office security by following safety procedures and controlling access to the front area and clerical workroom.
Ensure clerical area is tidy and presentable, with all necessary resources (e.g. pens, forms, and brochures).
Ensure knowledge and assist in the processing of all Environmental Health Programs paper work and client inquiries to include but not limited to the following: OSTDS Septic; all water programs including Pools, Limited Use, Public Water Systems, and others; migrant labor camps, mobile home parks, biomedical waste, body piercing, tanning, tattooing, group care, residential facilities, food service, radon, lead, rabies, epidemiology, petroleum restoration, storage tanks, complaints, permit questions, and payment questions.
Other duties as assigned.
Performs other duties as required, including performance of additional interpreter duties, consistent with skill level, and as needed.

Requirements

• Ability to operate equipment, such as typewriter, fax machine, copier, calculator, computer, scanner, and printer.
• Ability to communicate effectively with agencies, clients, and personnel.
• Knowledge of Environmental terminology and protocols.
• Ability to use standard Microsoft Office programs.
• Knowledge of general office procedures and practices.
• Knowledge of correct grammar usage.
• Knowledge of basic arithmetic.
• Ability to prepare reports and correspondence.
• Ability to plan, organize and coordinate work activities.
• Ability to develop and implement office procedures.
• Ability to follow instructions.
• Ability to review data for accuracy and completeness.
• Ability to perform basic arithmetical calculations.
• Ability to communicate effectively.
• Ability to establish and maintain effective working relationships with others.
• Current Florida Driver License
• Proficiency in utilizing computer software applications
• Must pay attention to details and possess excellent communication, customer service, and interpersonal skills.
• Incumbent must be able to work in a multi-cultural, fast-paced environment, under stressful conditions with the ability to adapt to constant change.
• All Florida Department of Health positions require the incumbent to be able to learn and communicate effectively, orally and in writing, in English.

Nice To Haves

• Bilingual with any of these languages: Spanish, Creole, or French
• Experience in community environmental health or scientific environments, including health departments, county or municipal agencies, as well as volunteer or non-profit organizations
• Experience in managing correspondence via typing, as well as utilizing faxes and telephones?
• Experience in Purchasing, Budget Management, and Legal Affairs
• Direct secretarial experience in the processes of permitting or licensing issuance?

Responsibilities

• Receive and screen complex and technical applications that are submitted to this Agency for permits.
• Reviews each application with the client for completeness and accuracy.
• Process applications within Department guidelines and make copies for distribution to clients and staff.
• Maintain a log for permits and notify the clients of the application permitting status and outcomes.
• Inputs technical and complex data into the Environmental Health Data System for Environmental Health Programs with emphasis regarding OSTDS Program.
• Transcribe legal dictation that includes technical and complex correspondence and monthly/annual reports.
• Type routine and complex correspondence, memorandums, legal notices, and field reports.
• Proofread material for correct spelling, punctuation, and grammar.
• Prepare and type travel reimbursement forms.
• Open and distribute incoming mail.
• Assist visitors and route telephone calls to the appropriate individual concerned.
• Write receipts and accurately complete the fee report.
• Send fee report to the Fiscal Office daily.
• Maintain inventory of office supplies and equipment.
• Track purchase requisitions and is responsible for all receiving reports to be signed and routed to the fiscal office in a timely manner.
• Maintain a complex filing system on various Environmental Public Health Programs.
• Retrieves and routes correspondence and other material upon request and in a timely manner.
• Prepare and mail invoices for OSTDS Septic Program billing.
• Prepares and keeps track of purchase requisitions and receiving reports.
• Responsible for purchasing card duties, receipt of goods, which includes a review and approval of invoices from vendors.
• Maintains an interagency transaction log of monthly charges and submits to the Fiscal Office.
• Assist supervisor in maintaining updated and accurate position descriptions and performance evaluations for employees.
• Complete and submit Department required training. Daily Activity Reports (DAR’s), timesheets, and other required paperwork within Department required timeframes and guidelines.
• Works as back-up and as needed on the switchboard that handles calls for all Environmental Public Health services throughout the county.
• Answers the switchboard, screens, and directs incoming phone calls, and assists with inquiries.
• Deals directly with clients by telephone and is responsible for managing a high volume of incoming telephone calls and must respond promptly to client inquiries.
• Provide basic and accurate information in-person and via phone/email.
• Greets people entering the building and directs them appropriately.
• Obtains all relevant information pertaining to customer complaints or compliments and brings them to immediate supervisor's attention.
• Respond promptly to the needs of the customer and solicit feedback to improve service.
• Communicate (by phone, in writing, or in person) in a courteous and professional manner always.
• Work as a team with other clerical support staff.
• Make effective use of resources and may communicate/coordinate with internal departments regarding issues relating to Environmental Public Health.
• Maintain office security by following safety procedures and controlling access to the front area and clerical workroom.
• Ensure clerical area is tidy and presentable, with all necessary resources (e.g. pens, forms, and brochures).
• Ensure knowledge and assist in the processing of all Environmental Health Programs paper work and client inquiries to include but not limited to the following: OSTDS Septic; all water programs including Pools, Limited Use, Public Water Systems, and others; migrant labor camps, mobile home parks, biomedical waste, body piercing, tanning, tattooing, group care, residential facilities, food service, radon, lead, rabies, epidemiology, petroleum restoration, storage tanks, complaints, permit questions, and payment questions.
• Performs other duties as required, including performance of additional interpreter duties, consistent with skill level, and as needed.

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: No Education Listed