ADMINISTRATIVE ASSISTANT II - 64043441

State of Florida; Miami (FL); On-site; USD 40,000 - 43,000; Full time

Job summary

Florida Department of Health in Miami is hiring an Administrative Assistant II to support the OSTDS program. The role involves typing, greeting clients, answering calls, filing, and screening OSTDS permit applications; data entry in the Environmental Health Division's systems.

The position emphasizes accuracy in fee processing, record keeping, and coordination with engineers and inspectors; the incumbent will schedule meetings, prepare agendas, and assist with inspections and plan reviews.

Qualifications

• Minimum- Customer service experience.
• Preferred bilingual in English and Spanish.

Responsibilities

• Greet clients and answer phones; screen OSTDS permit applications.
• Input applications into EHD and route packages to the program supervisor.
• Process OSTDS fees, posts receipts, and maintains financial summaries.
• Coordinate schedules, attend meetings, and prepare minutes.
• Maintain organized OSTDS and PBTS files and respond to inquiries.

Skills

Typing

Customer service

Oral & written communication

Data entry

Microsoft Word

Microsoft Excel

File organization

Job description

Requisition No: 878936

Agency: Department of Health

Working Title: ADMINISTRATIVE ASSISTANT II - 64043441

Pay Plan: Career Service

Position Number: 64043441

Salary: $40,000.00-$43,000.00

Posting Closing Date: 09/04/2026

Total Compensation Estimator Tool

Job posting category – Open Competitive

Your Specific Responsibilities

This is a position assigned to the OSTDS Program that involves a variety of complex and technical secretarial duties for the Individual On-Site Sewage Treatment and Disposal program of the Environmental Health Division. The incumbent is responsible for typing, greeting clients, answering the telephone, filing, screening applications for OSTDS permits, logging and inputting data in EHD.

Receives and greets customers for OSTDS permits for new systems, repair to systems, pump and abandonments, existing systems, system modifications, and other activities of the Onsite Sewage Treatment and Disposal System program. Screens applications for completeness, inputs applications in EHD and routes application packages to the program supervisor. Ensures that applicants for septic tank permits are contractors registered with the State of Florida, plumbers registered by the Department of Business and Professional Regulations, the property owners, or his/her authorized agent in accordance with chapter 64E-6. Florida Administrative Code, and Chapter 489 Florida Statutes. Assesses, collects, and issues receipts for fees required by OSTDS, posts fees in EHD and prints financial summary to ensure that all payments are accounted for.

Provides support to enforcement cases for sanitary nuisance complaint investigation, septic tank contactors complaint investigations, and enforcement cases in general, including, but not limited to, receiving the information, looking for data, creating the complaint investigation in EHD, placing in the inspection log (when required), follow up and maintaining records up to date. Perform initial nuisance complaint investigation within two (2) Business Days of assignment. Coordinates meetings when third party agencies (if needed). Send/receive correspondence when disseminating information relevant to law enforcement operations, creating violation letters, citations, etc.

Confers with and educates the public, builders, owners, public officials, and civic groups concerning disease control, sanitation, and health regulations.

Answers and handles incoming telephone calls, aids by answering questions or referring the caller to the correct person to provide assistance. Receives and routes telephone calls, the answer to which may involve interpretation of policies and procedures. Takes and relays accurate messages as required. Receives inspections requests, retrieves files, logs all requested inspections, and routes all files to the program supervisor or his designee for daily assignments.

Responsible for the organization of information in all Commercial, I/M zone, ATU and PBTS files. Requests and receives renewal application and business surveys and review for completion. Create new files when needed. Ensure that all routine inspections are performed and updates spreadsheet information. Follows-up on expiration dates for ATU and PBTS maintenance entities and Annual Operating Permits. Responsible for contacting contractors and owners as needed.

Assists supervisor in scheduling meetings and trainings. Ensure that all e-mails are addressed on a timely basis. Creates agenda and minutes for staff meetings and contractors’ meetings. Assists with inspection and plan review assignments. Responsible for storing and sending files to the warehouse following final inspection, and review.

Originates reviews and processes purchase order for the OSTDS program to ensure timely delivery of supplies and services. Processes orders in a timely manner. Maintains complete activity files to include receiving reports and back-order items tracking. Also, maintains sufficient inventory of routine and commonly used forms, office supplies and equipment to satisfy the Department demand.

Responsible in preparing and verifying documentation for Aerobic Treatment Unit, Performance Base Treatment System, Industrial and Manufacture Zone, Maintenance Entities to issue the Annual Operating Permits. Additionally, support in scheduling the Manufacturers and trucks inspections.

Control and verify balance for payments, recovery of all outstanding Balance, send warning letters for late payments and letters for renewal of Operating Permits.

Attend meetings, training sessions and conferences relating to this function, and make the appropriate meeting minutes.

Performs all other duties as assigned.

Required Knowledge, Skills, And Abilities

• Knowledge of correct spelling, punctuation and grammar.
• Ability to alphabetize and file.
• Ability to communicate orally and in writing.
• Ability to establish and maintain effective working relationships with others.
• Knowledge of computer software including Microsoft software including WORD and EXCEL.
• Ability to type.

Qualifications

Minimum-

Customer service experience.

Preffered

The incumbent in this position is preferred to be bilingual in English and Spanish.

Where You Will Work

11805 SW 26TH STREET

MIAMI, FLORIDA 33175

Mission

Florida Department of Health Mission, Vision, and Values:

To protect, promote & improve the health of all people in Florida through integrated state, county & community efforts.

Vision

To be the Healthiest State in the Nation.

Values

I nnovation: We search for creative solutions and manage resources wisely.

C ollaboration: We use teamwork to achieve common goals & solve problems.

A ccountability: We perform with integrity & respect.

R esponsiveness: We achieve our mission by serving our customers & engaging our partners.

E xcellence: We promote quality outcomes through learning & continuous performance improvement.

Benefits

The Benefits of Working for the State of Florida:

Working for the State of Florida is more than a paycheck. The State’s total compensation package for employees features a highly competitive set of employee benefits including:

• 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

(For more information, please click www.myfrs.com );

• Flexible Spending Accounts;
• Tuition waivers;
• And more!

For a more complete list of benefits, including monthly costs, visit www.mybenefits.myflorida.com .

Please Be Advised

Your responses to qualifying questions for this position must be verifiable by documentation provided through the electronic application process.

This position requires a security background check and/or drug screening and participation in direct deposit. Any misrepresentations or omissions will disqualify you from employment consideration. Note: You will be required to provide your Social Security Number (SSN) in order to conduct this background check Successful completion of a drug test is a condition of employment for safety-sensitive positions.

Male applicants born on or after October 1, 1962, will not be eligible for hire or promotion unless they are registered with the Selective Services System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS. For more information, please visit the SSS website: http://www.sss.gov

If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be canceled, suspended or deemed ineligible depending upon the date of your retirement.

The successful candidate will be required to complete the Form I-9 and that information will be verified using the E-Verify system. The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.

Incumbents may be required to perform emergency duty before, during, and/or beyond normal work hours or days.

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.

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer and does not tolerate discrimination or violence in the workplace.

Applicants requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-877-562-7287). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.

The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.

Florida has the third largest population of veterans in the nation with more than 1.5 million service men and women. The Florida Department of Health (department) is committed to serving members of the United States Armed Forces, veterans and their families by encouraging them to apply for vacancies that fit their area of knowledge and/or expertise. Through the Department's VALOR program, which expedites licensing for military veterans, the Department also waives initial licensing and application fees for military veterans who apply for a health care professional license within 60 months of an honorable discharge. These initiatives help ensure that the transition from military service into the workforce is as smooth as possible and reflects our appreciation for the dedication devoted to protecting our country.

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.

The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112