ADMINISTRATIVE ASSISTANT II - 79010445

State of Florida; Fort Lauderdale (FL); On-site; USD 40,000 - 50,000; Full time

Benefits offered by this job

Retirement plan

Paid holidays

Health insurance

Life insurance

Tuition waiver

Job summary

Florida Department of Business & Professional Regulation (DBPR) seeks an Administrative Assistant II in Fort Lauderdale to support the Regional Program Administrator and Investigator Supervisor. You will handle reception, records, forms, and office operations to ensure efficient regional workflow.

The role requires at least two years of clerical or administrative experience, strong confidentiality, and reliable computer skills with MS Office.

Qualifications

• Two (2) years of clerical, secretarial, or administrative work experience is required.
• Knowledge of Florida Statutes, laws, policies and procedures is preferred.
• Ability to communicate effectively orally and in writing.

Responsibilities

• Serve as primary receptionist for the office, answering phones and greeting visitors.
• Assist Regional Program Administrator, Investigator Supervisor, Inspectors and Investigators with administrative tasks.
• Maintain records, manage form processing, and oversee office supplies and equipment.

Skills

Clerical experience

Confidentiality

Microsoft Office

Communication skills

Education

High School Diploma or GED

Job description

Requisition No:883121

Agency: Business and Professional Regulation

Working Title: ADMINISTRATIVE ASSISTANT II - 79010445

**OPEN COMPETITIVE**

**Anticipated Vacancy**

***Applicants must complete all fields in the Candidate Profile. Work history, hours worked, and formal education are required to qualify for this position. Responses to Qualifying Questions must be verifiable in the Candidate Profile. Resumes and other documentation can be attached to provide additional information. ***

Our Organization and Mission:

License efficiently. Regulate fairly. Florida counts on DBPR to ensure a lot of important matters are handled well. They range from the safety of food service to the integrity of real estate transactions, the standards of racing to the transparency of condominium governance, and of course, the qualifications of licensure that ensure work requiring a skilled professional is performed safely and sufficiently. Our stakeholders include these professionals and their customers alike. Under the direction of Secretary Melanie S. Griffin, the agency oversees many of Florida’s professions and industries in the areas above, and many more which can be seen on our website: http://www.myfloridalicense.com/DBPR/ .

The Work You Will Do:

This position is located in the Division of Regulation, Department of Business and Professional Regulation (DBPR), Fort Lauderdale Regional Office. Incumbent serves as personal and confidential assistant to the Regional Program Administrator and Investigator Supervisor for the Fort Lauderdale Regional Office. Assists the Regional Program Administrator, Investigator Supervisor, Inspectors and Investigators with administrative matters. This position requires the ability to objectively evaluate problems and make decisions indpendently; arriving at solutions based on Department policies and procedures.

• Tracks citations after issuance by the Inspector/Investigator and sends payments to Revenue for further processing. Closes notices of non-compliance. Maintains associated records and scans case related documents into OnBase.
• Assists staff with orientation and all paperwork necessary for employment with DBPR and office needs.
• Property custodian for regional office, ensuring accurate records keeping of office equipment. Responsible for surplus equipment processing and handling incoming surplus and new equipment. Over sees all supplies, furniture, and equipment, including computer needs for the office. Effects continous building item and equipment repairs for regional office. Oversees form management; process updates; creats in-office forms and account setups; and oversees implementation as needed, to facilitate effective office operations.
• Responsible for compilation of statistics for the Regional Office, coordination of information needed, and producing the Monthly Report, and others as required.Oversees and maintains invoices and billings, travel vouchers, and reimbursement requests for the office. Administers internal case management tracking system, providing supervisors with current statistical information on status of cases, citations, and notices of non-compliance. Completes reimbursement requests, record keeping, deposit processing, and prepares Annual Reports.
• Develops and oversees efficient filing system for office and maintains master records for regional office; coordinates and oversees timely records destruction.
• Serves as primary reception person for the office, answering phones, opeing mail, and greeting visitors.
• Administers internal case management tracking system providing supervisors with current statistical information on status of cases, citations, and notices of non-compliance. Maintains files in an automated document management system, as needed.
• Performs other duties as necessary.

Knowledge, Skills, and Abilities:

• Knowledge of and ability to interpret and apply applicable Florida Statutes, laws, policies and procedures.
• Ability to conduct fact finding research.
• Ability to communicate effectively orally and in writing.
• Ability to plan, organize and coordinate work assignments.
• Ability to maintain strict confidentiality.
• Proficient in the use of technology required to perform duties, which includes but is not limited to, computer software and hardware, and data systems.
• At least two (2) years of clerical, secretarial, or administrative work experience.

Preferred Qualifications:

• High School Diploma and/or GED.
• More than two(2) years of secretarial or office clerical work experience
• Knowledge of fleet vehicle policies and procedures
• Knowledge of travel and purchasing within state government
• Good verbal communication and writing skills
• Computer literate and proficient in Microsoft Office
• A valid Driver License is preferred.

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:

• 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

***Information contained in responses to Qualifying Questions concerning education, experience, knowledge, skills and/or abilities must also be disclosed on the State of Florida Employment Application. ***

Applicant Note: If you are the selected candidate for this position and hold a current license through the Florida Department of Business & Professional Regulation, you may be required to place your license in an inactive status. NOTE: This position requires a security background check and participation in direct deposit. You will be required to provide your Social Security Number (SSN) and date of birth in order to conduct this background check. Applicants are required to apply through the People First system by the closing date, by applying online. All required documentation must be received by the closing date of the advertisement. If you have any questions regarding your application, you may call 1-877-562-7287.

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

The Florida Department of Business & Professional Regulation is committed to increasing recruitment and hiring of individuals with disabilities and improving

employment outcomes.

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must contact the DBPR Human Resources (HR) Office at [phone]. DBPR requests applicants notify HR in advance to allow sufficient time to provide the accommodation.

SPECIAL REMINDERS: The Florida Department of Business & Professional Regulation values the sacrifices veterans and their family members have given to our country and support the hiring of returning service members and military spouses.

A candidate for veterans’ preference who believes he or she was not afforded employment preference may file a complaint in accordance with Rule 55A-7.016, F.A.C., with the Florida Department of Veterans’ Affairs, Veterans’ Preference Coordinator, 11351 Ulmerton Road, Suite 311, Largo, FL, 33778. The Department of Veterans’ Affairs has also established an email where people can electronically file claims or ask questions. The email is [e-mail].

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 112.0455, F.S., Drug-Free Workplace Act.

Nearest Major Market: Fort Lauderdale

Nearest Secondary Market: Miami

Location: FORT LAUDERDALE, FL, US, 33301

For assistance, call the People First Service Center at [phone] Monday - Friday, 8:00 a.m. to 6:00 p.m., Eastern time. Pursuant to Florida Law, 110.211 F. S., the State of Florida is an EEO employer.