ADMINISTRATIVE ASSISTANT II - 79011387

Florida; Tampa (FL); On-site; USD 42,000 - 43,000; Full time

Benefits offered by this job

Paid holidays

Paid time off

Health insurance

Life insurance

Tuition waiver

Job summary

The Florida Department of Business and Professional Regulation is seeking an Administrative Assistant II to support the Bureau of Compliance within the Division of Condominiums, Timeshares and Mobile Homes in Tampa. Responsibilities include routing complaints, coordinating meetings, and managing travel logistics.

The role requires strong organizational and communication skills, proficiency with MS Office and specialized systems (Versa, OnBase), and the ability to work independently on

Qualifications

• Two years of relevant experience in customer service and administrative functions.

Responsibilities

• Reviews complaints and inquiries to route to the correct regional office.
• Assigns case-related correspondence to staff.
• Processes enforcement complaints in Versa and updates OnBase.
• Prepares non-jurisdiction letters for out-of-scope complaints.
• Provides general information to the public via phone, mail, or in person.
• Routes calls and information to staff.
• Plans and coordinates meetings and phone conferences.
• Prepares and updates the division’s travel plan and processes travel reimbursements.
• Acts as the purchasing liaison to procure supplies and equipment.
• Supports other Administrative Assistants in the Bureau of Compliance.

Skills

Independent work

Organizational skills

Communication

Writing

Customer service

Time management

Relationship building

Correspondence

Computer proficiency

Florida statutes knowledge

Tools

Versa

OnBase

MS Word

Excel

PowerPoint

Job description

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The State Personnel System is an E-Verify employer. For more information click on our E-Verify Website .

Requisition No:884488

Agency: Business and Professional Regulation

Working Title: ADMINISTRATIVE ASSISTANT II - 79011387

Division of Florida Condominiums, Timeshares and Mobile Homes

Position Number: 79011387

Hiring Salary: $1,613.27 - $1,662.07 Biweekly (CAD is included in select areas. )

**Open Competitive**

Our Organization and Mission:

License efficiently. Regulate fairly. Florida counts on the Department of Business and Professional Regulation (DBPR) to ensure important matters are handled well. Responsibilities range from ensuring the safety of food service, maintaining the integrity of real estate transactions, furthering the transparency of condominium governance, and overseeing the qualifications of licensure that ensure work requiring a skilled professional is performed safely and sufficiently. DBPR’s stakeholders include these professionals and their customers alike.

Under the direction of Secretary Melanie S. Griffin, DBPR 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 within the Bureau of Compliance of the Division of Condominiums, Timeshares and Mobile Homes. This position is a part of the administrative assistant team and is responsible for the administrative functions in the office.

Your Specific Responsibilities:

• Reviews complaints and inquiries to determine the appropriate regional office for handling, then prepares, assigns, and transmits them to each office.
• Reviews incoming case-related and general correspondence and assigns case-related correspondence to the appropriate staff member.
• Processes enforcement complaints in Versa, indexes them in OnBase, and assigns them to the appropriate supervisor.
• Prepares and sends non-jurisdiction letters for complaints that fall outside the division’s jurisdiction.
• Provides general information to the public in response to telephone, written, and in-person inquiries.
• Routes calls and information to the appropriate staff member.
• Plans and coordinates meetings and phone conferences.
• Prepares and updates the division’s travel plan; tracks all travel for the Bureau of Compliance; processes all travel reimbursement vouchers.
• Acts as the purchasing liaison between the bureau and vendors to purchase supplies and equipment as needed.
• Serves as the go-to resource for other Administrative Assistants in the Bureau of Compliance.

Assists with hiring packages for new staff, including scheduling interviews and work samples, collecting applicant documents, compiling information for the hiring package, and forwarding materials to the Division HR Liaison.

• Performs other work as required.

Knowledge, Skills&Abilities:

• Ability to work independently.
• Ability to plan, organize and coordinate work assignments.
• Ability to communicate effectively to members within and outside of the organization.
• Good writing and reading comprehension.
• Customer service oriented.
• Good with time management and coordination.
• Ability to establish and maintain effective working relationships with others.
• Ability to prepare correspondence and administrative reports.
• Proficiency in using computers, including Windows-based software programs such as Microsoft Word, Excel, and PowerPoint.
• Knowledge and the ability to apply Florida Statutes, rules and procedures for licensing of professionals.

Two (2) years of relevant experience in customer service and administrative functions.

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

To maintain fairness and integrity in our hiring process, the use of Artificial Intelligence (AI) tools to answer qualifying questions or participate in interviews is strictly prohibited. Applicants must provide their own, authentic responses during all stages of the evaluation and recruitment process. Any candidate found using AI to assist in their answers will be disqualified from consideration

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.

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.

The Florida Department of Business and Professional Regulation requires all job applicants, interns, volunteers and contractors to pass a Level 2 background check as per Chapter 435, Florida Statutes which consists of fingerprinting and a check of local, state, and national law enforcement records. Employees will be retained in the state and national rap back program, providing real-time arrest hit notifications. This check must be completed before you can start working or contracting.

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

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:

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.

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].

The Department of Business and Professional Regulation will only hire U. S. citizens and lawfully authorized alien workers. Our agency participates in the E-Verify System which is a federal government electronic database available for employers to use to verify the identity and employment eligibility of all persons hired to work in the United States.

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.

VETERANS’ PREFERENCE.

Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans’ Preference will receive preference in employment for Career Service vacancies and are encouraged to apply. Certain service members may be eligible to receive waivers for postsecondary educational requirements. Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code. Veterans’ Preference documentation requirements are available by clicking here . All documentation is due by the close of the vacancy announcement.

Location: TAMPA, FL, US, 33602 MIAMI, FL, US, 33122

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.