STAFF ASSISTANT - 43000242

My Florida Families; Tallahassee (FL); On-site; USD 32,000 - 40,000; Full time

Job summary

The State Fire Marshal's Division of Fire Prevention in Tallahassee is seeking a Staff Assistant to support licensing, data entry, and administrative tasks. You will review documents, coordinate with other agencies, and help prepare board materials.

This role emphasizes accuracy, policy interpretation, and strong written communication. Role requires the ability to handle routine correspondence, maintain records, and assist in a range of clerical duties.

Qualifications

• Ability to collect, evaluate, and analyze data related to administrative functions
• Ability to understand and apply Florida statutes, rules, policies and procedures for licensing and regulation
• Ability to communicate effectively verbally and in writing
• Ability to work independently
• Ability to prepare correspondence and administrative reports
• Ability to plan, organize and coordinate work activities
• Ability to establish and maintain effective working relationships with others
• Ability to deal effectively with people
• Ability to understand and explain statutes and rules
• Knowledge of the principles and techniques of effective communication
• Knowledge of methods of data collection
• Ability to deal with the public in a tactful and courteous manner
• Ability to perform basic arithmetical calculations.

Responsibilities

• Review qualification, examination and licensing documents for license approval decisions
• Coordinate with section staff regarding licensure and regulation criteria
• Review and evaluate qualification and license application forms, insurance forms and other material
• Confers with other agencies and regulated entities to provide information on statutes and rules
• Assist in preparing materials for board meetings
• Work with information services and accounting on licensing-related issues
• Respond to routine correspondence and maintain industry files
• Track and prepare follow-up correspondence for delinquent companies
• Assist in producing photo identification documents for fire equipment and contractor industries
• Maintain training records for continued qualifications of licensed individuals
• Determine if Continuing Education programs were completed
• Provide assistance to the Safety Program Manager on personnel matters
• Enter data into state systems and prepare division reports
• Interpret DFS policy and provide information for issue resolution
• Maintain records and provide data to department as needed
• Assist with receptionist duties and routing calls

Skills

Data collection and analysis

Verbal and written communication

Independent work

Prepare correspondence

Plan, organize and coordinate work

Interpersonal relations

Basic arithmetic

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:885783

Working Title: STAFF ASSISTANT - 43000242

*****OPEN COMPETITIVE EMPLOYMENT OPPORTUNITY*****

CLASS TITLE: STAFF ASSISTANT

DIVISION: STATE FIRE MARSHAL

BUREAU: FIRE PREVENTION

CITY: TALLAHASSEE

COUNTY: LEON

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:

• Health insurance (over 90% employer paid)
• $25,000 life insurance policy (100% employer paid)
• Dental, vision and supplemental insurances
• State of Florida retirement package
• Generous vacation and sick leave
• Nine (9) paid holidays a year
• One (1) Personal Holiday each year
• Tuition waiver for public college courses
• Training opportunities
• Employee Assistance Program (EAP)
• Public Service Loan Forgiveness (if eligible)
• One (1) year of experience entering data into a database.
• One (1) year of experience working in an administrative support position.

Preference:

• Experience reviewing and evaluating qualifications and license application forms, insurance forms and other material involved in licensing renewals.

Minimum Qualifications for this position include the following REQUIRED ENTRY LEVEL KNOWLEDGE, SKILLS AND ABILITIES:

• Ability to collect, evaluate, and analyze data related to administrative functions
• Ability to understand and apply Florida Statutes, rules, policies and procedures for licensing and regulation
• Ability to communicate effectively verbally and in writing
• Ability to work independently
• Ability to prepare correspondence and administrative reports
• Ability to plan, organize and coordinate work activities
• Ability to establish and maintain effective working relationships with others
• Ability to deal effectively with people
• Ability to understand and explain statutes and rules
• Knowledge of the principles and techniques of effective communication
• Knowledge of methods of data collection.
• Ability to deal with the public in a tactful and courteous manner
• Ability to perform basic arithmetical calculations.

SPECIAL NOTES:

This position requires a security background check, including fingerprint as a condition of employment.

Incomplete applications will not be considered.

This position will be filled at the annual salary of $36,000.00.

Employees of the Department of Financial Services are paid on a monthly pay cycle.

Responses to qualifying questions must be clearly supported by the state application and any omission, falsification, or misrepresentation in the answering of the qualifying questions will be cause for immediate elimination from the selection process.

BRIEF DESCRIPTION OF DUTIES :

Reviews qualification, examination and licensing documents analyzing submissions for decision on the approval of an applicant for license, registration or certification.

Coordinates with other section staff regarding licensure and regulation criteria and procedures. Reviews and evaluates qualification and license application forms, insurance forms and other material involved in the licensing.

Confers with personnel from other agencies and local government agencies as well as regulated entities providing technical information related to the statutes, rules and codes. Assists in the preparation of materials for board meetings. Must work directly with other departmental entities such as information services and accounting on issues related to the licensing of five industries.

Responds to routine correspondence, maintains industry files up to date. Responsible to track and prepare follow-up correspondence for delinquent companies. Must assist in the production of photo identification documents to support the fire equipment and contractor industries.

Assists in the maintenance of training records related to the continued qualifications of individuals licensed in the fire equipment and fire protection industries. Determines if an applicant completed an approved Continuing Education program in the appropriate area of certification.

Provide assistance to the Safety Program Manager related to personnel matters. Compiles and analyzes data through review and independently determines errors and effects corrects. Enters data into specialized state computer system. Designs, prepares and distributes related division reports. Interprets established DMS policy, DFS policy and division policy and provides information and recommendations for the resolution of problems. Maintains all related records and provides data to department and division as needed.

Assists in receptionist duties, answers multi-line telephone, provides correct information and disseminates calls to the appropriate source. Opens section mail distributes mail within the section; routes common carrier mail to the appropriate division and bureau personnel. Performs other related duties as assigned by the Section Manager.

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.

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.

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.