REGULATORY SPECIALIST II - 64085584

Florida; Fort Lauderdale (FL); On-site; USD 35,000 - 55,000; Full time

Benefits offered by this job

Annual and Sick Leave benefits

Nine paid holidays and one Personal"}{

Job summary

Florida Department of Health in Fort Lauderdale seeks an administrative professional to support the Investigative Services Unit. You will assist the office manager with complex administrative tasks, coordinate workflows, and ensure timely processing of documents and reports.

The role requires strong data entry, documentation, and procurement handling, with the ability to work independently and maintain confidentiality in a fast-paced environment.

Qualifications

• Proficient with Word, Excel, PowerPoint and Outlook.
• Knowledge of databases and data entry.
• Ability to plan, organize and prioritize work independently.

Responsibilities

• Assist the office manager with coordinating administrative tasks and complex assignments.
• Indexing, scanning and quality control of investigative documents and case files.
• Review case preparation and compile final investigative report templates.
• Ensure deadlines are met and cases follow internal timeframes.
• Enter data for investigations, trainings, and field office activities.
• Handle purchasing card responsibilities and procurement liaison duties.
• Prepare and track purchase orders and invoices for Finance & Accounting.
• Maintain purchase orders, invoices and reimbursements.
• Complete monthly reconciliation and encumbrance reports.
• Assist with staff training and paperwork for employment.
• Maintain property records and surplus equipment handling.
• Oversee supplies, furniture, equipment, and computer needs; manage forms and inventory.
• Compile statistics and produce reports for Headquarters.
• Respond to complaints and inquiries in writing or verbally.

Skills

Microsoft Word

Excel

PowerPoint

Outlook

Databases

Data entry

Communication

Education

High School Diploma or equivalent

Tools

Compliance management system

Licensing system

Job description

Total Compensation Estimator Tool

Department of Health

Division of Medical Quality Assurance

Bureau of Enforcement

Investigative Services Unit – Fort Lauderdale Field Office

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 the 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

• High School Diploma or equivalent

Additional Requirement

• Must have a valid driver's license, satisfactorily complete a background investigation, fingerprinting, and participation in direct deposit are requirements for employment.

Where You Will Work

Office location – Ft. Lauderdale, FL

Main counties served by office – Broward

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

• Innovation: We search for creative solutions and manage resources wisely.
• Collaboration: We use teamwork to achieve common goals & solve problems.
• Accountability: We perform with integrity & respect.
• Responsiveness: We achieve our mission by serving our customers & engaging our partners.
• Excellence: 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 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. This position requires current authorization to work in the United States without employer sponsorship. The Department of Health is unable to provide employment visa sponsorship (this included Stem OPT and/or Form I-983) 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 on 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. E-Verify is operated by the Department of Homeland Security in partnership with the Social Security Administration to verify employment eligibility. 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 112.0455, 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.