ADMINISTRATIVE ASSISTANT I - 79011354

Requisition No: 841962 

Agency: Business and Professional Regulations

Working Title: ADMINISTRATIVE ASSISTANT I - 79011354

 Pay Plan: Career Service

Position Number: 79011354 

Salary:  $33,760 Annually 

Posting Closing Date: 12/01/2024 

Total Compensation Estimator Tool

DIVISION OF HOTELS & RESTAURANTS
ADMINISTRATIVE ASSISTANT I
Position Number: 79011354

Hiring Salary: $33,760 Annually

**ANTICIPATED VACANCY**

**Open Competitive Advertisement**

                                                                                                                                            For information regarding this vacancy please contact Kela Bishop at Kela.Bishop@myfloridalicense.com

                                                                                                                                                                                                      Salary is commensurate with experience.

The Bureau of Elevator Safety is seeking a highly motivated individual with excellent customer service experience. The incumbent must be able to independently exercise professional judgment and requires the ability to communicate effectively, verbally and in writing.

Our Organization and Mission

The Division of Hotels and Restaurants (H&R) licenses, inspects, and regulates public lodging and food service establishments in Florida under Chapter 509, Florida Statutes (FS). The division also licenses and regulates elevators, escalators and other vertical conveyance devices under Chapter 399, FS. The division’s three bureaus – Sanitation and Safety Inspections, Licensing and Elevator Safety – comprise a team of approximately 358 personnel fulfilling the regulatory obligations of the division throughout the state.

Our Mission is to protect the health and safety of the public by providing the industry with quality inspections and fair regulation.

The Work You Will Do

Processes records related to monitoring, delinquencies, elevator companies, professional credentialing, and change of record forms. Processes inspection records to ensure completion and submits for licensure approval or does further research for further action.

Maintains up-to-date information for accident reporting and enters information into Versa: Regulation. Assists with office functions, i.e., scanning and indexing inspection reports, data entry, and answering the telephone providing customer service to inspectors and the public. Processes a variety of routine correspondence, emails, and faxes and prepares replies or investigates for further action. Processes incoming and outgoing mail.

Monitors electronic submittal of inspection records from elevator inspection companies. Provides quality assurance by checking for inspection upload errors. Communicates with customers to ensure electronic inspection records are properly resubmitted for data upload. Responsible for scanning and quality control of elevator inspections using the Anydoc scanning application system. Ensures inspections are accurately scanned for quality data management. Reports problems and anomalies to supervisor for research and investigation.

Responsible for the mailing, tracking and monitoring of Oversight Inspection Findings Summary (OIFS) paperwork. Records Oversight Inspection Findings Summary from BES inspectors and OIFS responses received in tracking database and sends responses to appropriate bureau staff for quality assurance review. Provides fundamental quality assurance for document routing, processing and storage.

Assists with monitoring and responding to inquiries from the bureau’s email inbox. Assists with complaints, escalations, and other duties as needed.

Represents the bureau in technology related meetings in reference to the Anydoc scanning application system. Responsible for performing technology duties which includes but is not limited to computer software and hardware, data systems and record keeping in Versa: Regulation and OnBase.  

Reviews vehicle reports and associated paperwork. Works with BES drivers to obtain all needed documentation to ensure vehicle reports are accurate prior to obtaining Deputy Chief’s approval.

Performs other work-related duties as required.

Knowledge, Skills & Abilities

Knowledge: of laws, rules, policies & procedures applicable to Bureau of Elevator Safety and the principles and techniques of effective communication. 

Skilled in: data collection relating to the Bureau of Elevator Safety, which may include but are not limited to statistical reports.

Ability: to prepare correspondence and administrative reports; to understand and apply applicable rules, regulations, policies and procedures relating to the Bureau of Elevator Safety;  to plan, organize & coordinate individual work assignments; to effectively communicate, written and verbally; to independently perform with a consistently high degree of personal organization, productivity and professionalism; to interact positively and productively with employees, other areas of the organization, regulated industries and the public; to integrate use of software and desktop or portable hardware to enhance personal and organizational performance, including spreadsheet, word processing, scheduling, e-mail, licensing and internet applications and other technology required by the department.

Minimum Requirements

• Two years of general office experience; and
• Two years of experience using Microsoft Office Suites (i.e. Word, Excel, Access, Outlook); and
• Two years of customer service experience.

***Information contained in responses to Qualifying Questions concerning education, experience, knowledge, skills and/or abilities must also be disclosed on the State of Florida Employment Application.***

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:

• State of Florida retirement package: 3% employee contribution required.
• Nine annual paid holidays and one personal holiday
• Ability to earn up to 104 hours of paid annual leave annually as a new employee with the State of Florida
• Ability to earn up to 104 hours of paid sick leave annually.
• The State of Florida offers health insurance coverage (i.e. individual and family coverage) to eligible employees.
• The State of Florida provides a $25,000 life insurance policy to eligible employees.
• Additional supplemental insurance policies are available for dental, vision, hospital supplement, cancer, etc.
• Tax deferred medical and childcare reimbursement accounts are available.
• Tuition waiver program to attend an approved State of Florida College or University

For additional benefit information, please visit the following website: http://www.mybenefits.myflorida.com

***Information contained in responses to Qualifying Questions concerning education, experience, knowledge, skills and/or abilities must also be disclosed on the State of Florida Employment Application. ***

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

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.

The Department of Business and Professional Regulation will only hire 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.

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.