SENIOR CLERK - 64045722

Requisition No: 826494 

Agency: Department of Health

Working Title: SENIOR CLERK - 64045722

 Pay Plan: Career Service

Position Number: 64045722 

Salary:  $31,760.00 - $34,320.00 

Posting Closing Date: 05/27/2024 

Total Compensation Estimator Tool

Your Specific Responsibilities:

This is specialized administrative and customer/client service work requiring the exercise of independent judgment in the application of departmental operations and procedures. This position entails a variety of complex and technical duties involving extensive data entry, computer database management, and continous contact with the public regarding Environmental Health (EH) programs and clerical duties. This position reports to the Senior Clerical Supervisor-SES of the Florida Department of Health in Sarasota County.

Performs data entry, database management, data quality control, revenue tracking, and permit/licensing printing and delivery for assigned Environmental Health program areas using Environmental Health Database and other program specific local and state databases. Provides assistance to coworkers as needed to ensure timely completion of work.

Inputs and extracts data for standard and ad hoc reports, permit applications, permit billing, and issues operating permits and licenses for program coordinator/supervisor review and approval. Updates databases as needed.  Monthly (or as needed) scanning and upload of program documents (permits, inspections, applications, water test results, correspondence, and other required documents) and data to appropriate servers, databases, and document imaging repositories. Routes physical documents to appropriate vendors for scanning and digitizing. Files documents as needed.

Receives, processes, and reviews routine operating and construction permit and license applications, processes batch billing and payments for annual permit and license renewals for assigned programs areas and assists team members as needed with their assigned program areas. Sends, receives, processes, and reviews new operating and construction permit applications and payments as needed for accuracy and completion. Receives and processes appropriate payments for all programs as required per appropriate annual program schedules and for incoming construction permit applications.

Prepares and completes individual daily cash drawer report and accounts for all revenue received. Logs checks, posts payments, issues official receipts, reconciles deposits and provides timely submission of all related and relevant information and documentation to Fiscal office after supervisor review.

Checks daily (or as required) Sarasota County Building Permit Tracking System (aka AMANDA) and compiles work orders and packages, schedules inspections, retrieves files, updates permit status and routes documentation/information to appropriate program coordinator and field staff.  

Provides Environmental Health Database and WMIS (Water Management Information System) administrative back-up and support.

Independently performs general clerical and staff assistant duties for Environmental Health according to standard office procedures and protocols and current DOH (Department of Health) policies.

Provides general receptionist duties and front desk coverage and provides service to walk-in clients and customers for all Environmental Health programs.

Receives and places calls (including main North County Environmental Health phone line 861-6133) and provides information as appropriate according to established agency/office policy and procedure as needed and works closely with coworkers to ensure all incoming phone calls are answered by the fourth ring. Checks voicemail messages left on assigned desk phone and on main Environmental Health phone at least twice daily. Functions as an attentive and helpful team member with front-office co-workers to ensure superior and seamless client and customer service. Screens and routes incoming phone calls to appropriate supervisory and/or field staff.

Prepares rough drafts, revisions, and finished copies of all types of correspondence, memoranda, reports, manuals and enforcement documentation. Reviews finished copy for typewritten and grammatical errors with a high level of accuracy.

Maintains log of reported cases of food-borne illness; forward reports to regulating authority and program coordinator and regional/local epidemiologists.

Serves as back-up for scheduling and revenue collection of Public Swimming Pool and Spa Technician examinations.

Provides assistance to the public/walk-in clients for biomedical waste/sharps containers (needle disposal program). Accepts containers from clients, assembles new containers, and properly places used containers in appropriate biomedical waste disposal receptacles. Maintains biomedical waste manifest logbook.

Retrieves, screens, and distributes incoming mail to appropriate recipients.

Schedules meetings, conferences, and appointments, making necessary arrangements for place and time.

Willingly serves as backup for other Environmental Health clerical / staff assistant (staff as needed and/or upon request.

Maintains records, documents, and recordings and provides general assistance for/with Sarasota County Well Drilling Advisory Committee.

Attends team meetings, Health Department staff meetings and participates in staff development activities when appropriate.

Maintains client confidentiality in a manner consistent with Florida Statutes and DOH policy.

Performs related duties as necessary with adjustable scheduling.

Participates in emergency duty activities, including drills and activations.

Performs other duties as assigned, including providing support for all Environmental Health programs as assigned by Environmental Health Director/ Designee.

Required Knowledge, Skills, and Abilities:

Basic knowledge of Microsoft Office Applications including Outlook, Excel, Word, Office Equipment including Copy machine, scanner, digitizing documents, etc., Phone Switchboard including multi-line phone system, transferring calls

Qualifications:

Minimum –

• High School Diploma or GED
• Valid FL Driver’s License

Preferred –

• Experience working a multi-line phone system
• Experience scanning documents
• Experience with multiple databases and software programs
• Fluency in OUTLOOK and WORD
• One or more years of cashier experience

Florida Department of Health Mission, Vision, and Values:

Mission:

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:

I nnovation: We search for creative solutions and manage resources wisely.

C ollaboration: We use teamwork to achieve common goals & solve problems.

A ccountability: We perform with integrity & respect.

R esponsiveness: We achieve our mission by serving our customers & engaging our partners.

E xcellence: We promote quality outcomes through learning & continuous performance improvement.

Where You Will Work:

R.L. Anderson Administrative Building

4000 South Tamiami Trail

Venice, FL 34293

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 more 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.

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. 

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.

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.    

If there are any problems applying online, please call People First Staffing Administration: (877) 562-7287.

Service Center hours are Monday through Friday, 8:00 a.m. to 6:00 p.m., ET. TTY users, call (866) 221-0268

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

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.