ADMINISTRATIVE ASSISTANT II - 37010910

Requisition No: 860726 

Agency: Environmental Protection

Working Title: ADMINISTRATIVE ASSISTANT II - 37010910

 Pay Plan: Career Service

Position Number: 37010910 

Salary:  $ 40,678.20 

Posting Closing Date: 09/25/2025 

Total Compensation Estimator Tool

Administrative Assistant II 
State of Florida
Department of Environmental Protection, Northwest District
**Internal Agency Only**
This position is located in Pensacola, FL.

Position Overview and Responsibilities:
This intermediate administrative position is a member of NWD’s Administrative Resources team. Work involves independently performing and coordinating a broad range of administrative activities, of which may be complex in nature. Duties include, but are not limited to, receipt and completion of Shared Mailbox Requests, Document Processing, Incoming/Outgoing mail processing to include processing incoming applications, timely submittal of notices to commenting agencies /Document Management, to include OCULUS inserts and file audits, Air Document Handler. Also responsible for cash receiving application tasks to include linking payments received to appropriate application or enforcement projects withing the department’s permitting application and enforcement case tracking systems and processing refunds as required, cross training, team development, attendance at program and team meetings, and any other duties as assigned or requested. Admin team members shall do so in accordance with provided SOPs, guidance memos, or other appropriate materials and in compliance with the Agency’s core values and mission.  
 
Receipt and Completion of Documents Submitted to the District 

• Receives and creates projects within databases for incoming applications, tracks status and ensures proper information is entered in the Permit Application Tracking System.
• Scans large format blueprints and drawings for inserting into Oculus using a wide format scanner.
• Enter information into appropriate database systems (Wafer/PA) within two days of receipt: entering/linking payments in the Cash Receiving Application System, and updates mail-merge spreadsheets.
• Assists staff with correspondence and reports; prepares documents for e-mailing, which includes dating, certifying, distribution and inserting into OCULUS; tracks and processing all work assignments to ensure responses are performed in a timely manner.
• Provides timely and professional customer service to requests received through the district shared email mailbox.
• Inserts and maintains all documents, records and files within our electronic document management system, Oculus. 
• Carefully reviews, finalizes and timely processes outgoing correspondence for the district.
• Will provide assistance to the public and district staff in the use of Oculus.
• Performs other admin duties as needed.

Cash Receiving Application (CRA) 

• Handles requests for information from Revenue and tracks and completes agency refund as needed.
• Ensure processed payments received are entered into CRA database and completes deposits as needed.
• Processes refunds and other payments as required.

Public Records Requests

• Assists the Public Record Liaisons in the fulfillment of public records requests in accordance with The Public Records Act, Chapter 119, Florida Statutes, the DEP Open Government Bill of Rights, and DEP Directive 375.
• Provides OCULUS assistance to the general public as needed.
• Assists with proper disposal of past retention files if needed.

Welcome Desk Backup

• Back up to the Welcome Desk position in the following areas.
• Serving as the district’s central point of contact for the public and staff, responsible for managing the welcome desk and switchboard.
• Enters caller requests, complaints, and concerns into Inquiry/Complaint Tracker for staff follow-up.
• Assisting callers with general questions and provides requested information and/or provides alternate contact sources.
• Greeting and directing visitors to appropriate staff members.
• Preparing identification badges for all visitors and staff.
• Scheduling teleconference calls for the NWD staff.
• Maintaining a safe and clean reception area by complying with procedures, rules, and regulations.
• Processes incoming permit applications and send email to Administrative Resource Team (ART) or appropriate staff.
• Processes checks received with applications, and notifies Administrative Resource Team (ART) for pick-up.
• Organizes and disseminates incoming compliance documents by program area, to be picked up by Program Planner.
• Processes all other incoming mail & courier documents and routes appropriately.
• Coordinates incoming/outgoing mail and serves as liaison to postal and courier services.
• Perform other duties as assigned.

Required Knowledge, Skills, and Abilities:

1. Ability to serve the public, DEP’s stakeholders, and each other in a courteous and timely manner.
2. Ability to communicate effectively and professionally, both verbally and in writing.
3. Ability to maintain effective and productive working relationships with others.
4. Skill in dealing with conflicts, confrontations, and disagreements in a positive manner.
5. Ability to effectively prepare, prioritize, and organize work, meetings, and projects to meet deadlines and quality expectations.
6. Ability to effectively solve problems and make competent decisions.  
7. Ability to demonstrate personal integrity, responsibility, and accountability.
8. Skill and proficiency in computer operations and programs such as MS Word, Excel, PowerPoint, Access, SharePoint, and Outlook.

Minimum Qualifications:

• Valid Driver License and ability to travel overnight as needed.
• At least 4 years of verifiable related experience. Post-secondary degrees from an accredited college or university in a related field may be used as an alternative for the required years of experience on a year-for-year basis. A credential evaluation report from an approved agency must be submitted along with all foreign degrees.
• Pursuant to the sections 110.1127 and 435.04, Florida Statutes, and DEP Directive 422, Background Investigation, is required to successfully complete a background and fingerprint check.

Pay:
Annual salary - $ 40,678.20

Our Organization and Mission:

The Florida Department of Environmental Protection (DEP) is the state’s lead agency for environmental management and stewardship - protecting our air, water and land. The vision of DEP is to advance Florida’s position as a world leader in protecting natural resources while growing the state’s economy. DEP encourages its leaders to constantly innovate and seek efficiencies. We believe in supporting and encouraging you as you take on important and often complex projects while offering you the opportunity to gain valuable experience quickly.

Where you will work:
The Northwest District is located along the Gulf Coast. We proudly serve 16 counties in the Florida panhandle including Bay, Calhoun, Escambia, Franklin, Gadsden, Gulf, Holmes, Jackson, Jefferson, Leon, Liberty, Okaloosa, Santa Rosa, Wakulla, Walton and Washington. This district has three offices located in Pensacola, Panama City and Tallahassee. This position is available in Pensacola located downtown at 160 W. Government St. Pensacola, FL., 32502.

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);
• Tuition waivers;
• Total Compensation Estimator Tool
• And more!

For a more complete list of benefits, visit www.mybenefits.myflorida.com.

Special Notes:

DEP is committed to successfully recruiting and onboarding talented and skilled individuals into its workforce. We recognize the extensive training, experience, and transferable skills that veterans and individuals with disabilities bring to the workforce. Veterans and individuals with disabilities are encouraged to contact our recruiter for guidance and answers to questions through the following email addresses:
HR_VeteransPreference@dep.state.fl.us
HR_Recruitment@FloridaDEP.gov

An individual with a disability is qualified if he or she satisfies the skills, experience, and other job-related requirements for a position and can perform the essential functions of the position with or without reasonable accommodation. Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must contact the DEP Human Resources (HR) Office at (850) 245-2511. DEP requests applicants notify HR in advance to allow sufficient time to provide the accommodation.

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.