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Administrative Assistant II - SES: DBPR/DIVISION OF HOTELS & RESTAURANTS **OPEN COMPETITIVE**

Date: Mar 24, 2020

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

Requisition No: 163381 

Agency: Business and Professional Regulations

Working Title: Administrative Assistant II - SES: DBPR/DIVISION OF HOTELS & RESTAURANTS **OPEN COMPETITIVE**

Position Number: 79001392 

Salary:  $29,344.38 - $35,219.08 

Posting Closing Date: 03/31/2020 

DIVISION OF HOTELS & RESTAURANTS
Administrative Assistant II - SES
Position Number: 79001392

Hiring Salary: $29,344.38 - $35,219.08

 

**OPEN COMPETITIVE ADVERTISEMENT**

 

This position is an SES - Administrative Assistant II position with the Division of Hotels and Restaurants, Jacksonville district office. This position is a supervisory position, supervising one Regulatory Specialist I. This position performs highly professional and independent support duties for the district office and district field staff. The Administrative Assistant II position requires good decision-making skills, customer service skills, ability to supervise, and good attendance.

 

State of Florida Benefits

The State of Florida offers an excellent benefits package including:

  • Paid vacation, sick leave and holidays
  • Comprehensive health insurance and life insurance with accidental death and dismemberment benefits
  • Supplemental Dental, Vision, Life, Disability and Hospitalization Insurance
  • Tuition-Free college courses
  • Tax Deferred Retirement Plan

 

For a complete overview of benefits available to State of Florida employees, go to http://www.mybenefits.myflorida.com/

 

Minimum Requirements

  • Two years of general office experience; and
  • Two years of computer experience to include proficient use of Microsoft Word and Excel; and
  • Two years of customer service experience assisting customers on the telephone or in-person.

***Information contained in responses to Qualifying Questions concerning education, experience, knowledge, skills and/or abilities must be clearly disclosed on the State of Florida Employment Application. Any omission, falsification, or misrepresentation in qualifying question responses will be cause for elimination from the selection process.***

 

Duties and Responsibilities

  • Supervise, train and cross train support staff.  Responsible for yearly evaluation of support staff.  Assist staff with questions or problems.  Provide coverage of tasks when delegated support staff is absent. Training new inspectors on office procedures.
  • Responsible for ordering all office supplies and forms. Keeps track of district monthly budget usage. Processes all purchase invoices using the department’s assigned data program.
  • Maintain records on vehicle inventory and transponders. Responsible for collecting, preparing and consolidating the monthly vehicle record report.
  • Provide notary service for official state documents.
  • Monitor District mailbox and On Base for complaints and other request that are received.
  • Responsible for maintenance and repair of office equipment, copier and postage meter.  Input monthly copy usage, download updates to postage meter.
  • Data input of complaints, inspections, change of record forms and other documents. Provides stamped copies of balcony certification to operators. Assist with assigning inspections, complaints and service request to iPad’s.
  • Assist with the preparation of Administrative Complaints, Closures, and AD’s. Responsible for assisting with keeping track and sending out unpaid fine letters. 
  • Assist inspectors with license issues. Research problems with licensing, owner change, bad checks and fines.
  • Refer to Bureau of Licensing, profiling or re-profiling of any discrepancies that may occur with change of ownership or new applications.
  • Assist with front office coverage. Assist customers at front desk, answer questions and sign off on beverage
  • papers.  Assist with answering all incoming calls.
  • Process all revenue receipts i.e., Temporary Events. Maintain a log of receipts that are processed and sent to Headquarters. Provide temporary receipts booklets for inspectors as needed.
  • Assist with handling of out-going, incoming mail and certified mail.
  • Assist with the scanning of inspections, compliance cases and other documents into OnBase.
  • Assist DM, DDM and Supervisors with any special project or request. Serves as liaison between district staff and other division personnel.
  • Perform other related duties as assigned.

Knowledge, Skills & Abilities

  • Knowledge of basic management principles and practices as it pertains to the Bureau of Field Services. 
  • Skilled in the use of software, desktop hardware to enhance personal and organizational performance (spreadsheet, work processing, scheduling, e-mail, licensing & internet applications and other technology required by the department).
  • Ability to collect, evaluate and analyze data to develop alternative recommendations, solve problems, document work flow and other activities relating to the improvement of the management practices. 
  • Ability to communicate effectively. 
  • Ability to establish and maintain effective working relationship with others.

Applicant Note: 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.

 

NOTE: This position requires a security background check and/or drug screening and participation in direct deposit. You will be required to provide your Social Security Number (SSN) and date of birth in order to conduct this background check.

Applicants are required to apply through the People First system by the closing date, by applying online.  All required documentation must be received by the closing date of the advertisement.  If you have any questions regarding your application, you may call 1-877-562-7287.

 

The Florida Department of Business & Professional Regulation is committed to increasing recruitment and hiring of individuals with disabilities and improving employment outcomes.

 

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must contact the DBPR Human Resources (HR) Office at (850) 487-2074. 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.

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

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 veteranspreference@fdva.state.fl.us.

We hire only 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. 

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.


Nearest Major Market: Jacksonville