REGULATORY SPECIALIST II - 64085584

My Florida CFO; Fort Lauderdale (FL); On-site; USD 52,000 - 72,000; Full time

Job summary

Department of Health in Fort Lauderdale is seeking a Regulatory Specialist II to support administrative tasks, document handling, and procurement duties within an investigative office.

The role requires strong data entry, report writing, and confidentiality skills, with ability to plan and prioritize work independently and work closely with staff and management.

Qualifications

• Proficient with Word, Excel, PowerPoint and Outlook; familiarity with databases and agency licensing/compliance systems.
• Ability to interpret laws, codes, rules and regulations relevant to health investigations and reports.
• Strong written communication, grammar, and report drafting skills.
• Capable of organizing, prioritizing and managing multiple administrative tasks with discretion.

Responsibilities

• Monitor indexing, scanning and quality control of investigative documents and case files.
• Prepare and assemble final investigative report templates from case materials.
• Meet deadlines and process cases within internal timeframes.
• Enter data to keep records up-to-date for investigations, inspections and training logs.
• Serve as procurement liaison; manage Purchasing Card responsibilities and approvals.
• Track purchase orders and invoices; ensure accuracy before submission to Finance.
• Maintain invoices, billing, reimbursements and travel vouchers.
• Complete monthly reconciliation reports and monitor encumbrance.
• Assist with staff training on paperwork for employment and records maintenance.
• Act as property delegate and manage surplus equipment.
• Oversee supplies, furniture and equipment; manage inventory of forms and forms management.
• Produce statistics and reports for Headquarters.

Skills

Attention to detail

Data analysis

Communication skills

Report writing

Time management

Confidentiality

Independent work

Tools

Word

Excel

PowerPoint

Outlook

Compliance management system

Licensing system

Job description

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Requisition No:884980

Agency: Department of Health

Working Title: REGULATORY SPECIALIST II - 64085584

Internal Agency Opportunity

Applicants accepted only from Department of Health employees, (includes OPS, Career Service, SES or SMS employees).

Applicants will not be accepted from outside of the department.

Your Specific Responsibilities:

Incumbent is responsible for assisting the office manager in the coordination of administrative tasks and/or assignments which are complex in nature. Work involves the performance of administrative activities, which involve independently planning administrative objectives and priorities.

• Monitor and perform accurate indexing, scanning and quality control of investigative documents and case files.
• Review case preparation and processing, including the compilation of investigative documents into a final investigative report template.
• Ensure deadlines are met and cases are processed in accordance with internal timeframes.
• Monitor and perform data entry to ensure up-to-date records regarding investigations, inspections, Daily Activity Reports, training logs and other activities of the field office.
• Assigned Purchasing Card responsibilities.
• Act in the capacity of procurement liaison.
• Responsible for procurement preparation and approval.
• Track purchase orders and invoices to ensure timely submission to Finance & Accounting and ensure invoices are correct prior to submission.
• Maintain purchase orders, invoices and billings, reimbursements request and travel vouchers.
• Responsible for completing the monthly Reconciliation Report, monitoring encumbrance reports and verification of orders.
• Assist with training and orient administrative support staff and investigative staff with paperwork for employment.
• Act as the property delegate, ensuring accurate records are maintained.
• Responsible for surplus equipment processing and handling incoming new equipment.
• Oversee all supplies, furniture, and equipment, including computer needs, equipment repairs, forms management and implementation, maintains an adequate inventory of forms and office supplies.
• Compile statistics and produce reports required by Headquarters.
• Respond verbally to complaints and inquiries from consumers and licensees and prepares correspondence regarding investigative cases.
• Perform other duties as required.

Required Knowledge, Skills, and Abilities:

Proficient computer skills to include Word, Excel, PowerPoint and Outlook; knowledge of computer data bases; knowledge and use of the compliance management system and licensing system used by the Agency; knowledge of laws, legal codes, court procedures and government rules & regulations; knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar; understanding written sentences and paragraphs in work related documents; communicating effectively with others in writing; talking to others to effectively convey information; ability to establish and maintain effective working relationships with others; ability to plan, organize and prioritize work assignments; ability to work independently; knowledge of office procedures and practices; ability to prepare correspondence and administrative reports; entering, transcribing, recording, storing, or maintaining information in either written form or electronically; ability to collect, evaluate and analyze data relating to administrative functions such as accounting, personnel, purchasing or report writing; ability to maintain a high degree of accuracy and close attention to detail; ability to maintain strict confidentiality.

Minimum Qualifications:

• One (1) year of professional experience to include reviewing or auditing documents for specific criteria; applying applicable laws, rules, regulations, policies, and procedures; researching and gathering data; preparing reports and correspondence; answering phones; and scheduling meetings.
• Must be physically present in the office to effectively perform job duties and responsibilities.

Preferred Qualifications: