ADMINISTRATIVE ASSISTANT II - 79010913

Requisition No: 803089 

Agency: Business and Professional Regulations

Working Title: ADMINISTRATIVE ASSISTANT II - 79010913

Position Number: 79010913 

Salary:  $31,200.00 - $34,855.86 

Posting Closing Date: 06/14/2023 

DIVISION OF PROFESSIONS

BOARDS OF ARCHITECTURE AND INTERIOR DESIGN/AUCTIONEERS

PILOT COMMISSIONERS/TALENT AGENCIES

Administrative Assistant II

Position Number: 79010913

Hiring Salary: $31,200.00 - $34,855.86 Annually

*Open Competitive*

Our Organization and Mission:

License efficiently. Regulate fairly. Florida counts on DBPR to ensure a lot of important matters are handled well. They range from the safety of food service to the integrity of real estate transactions, the standards of racing to the transparency of condominium governance, and of course, the qualifications of licensure that ensure work requiring a skilled professional is performed safely and sufficiently.  Our stakeholders include these professionals and their customers alike.

Under the direction of Secretary Melanie S. Griffin, the agency oversees many of Florida’s professions and industries in the areas above, and many more which can be seen on our website: http://www.myfloridalicense.com/DBPR/.

The Work You Will Do:

This is a professional position that involves providing administrative support to the Executive Director of the Boards of Architecture and Interior Design, Auctioneers, Pilot Commissioners, and Talent Agencies.  Duties include but are not limited to:

•  Responsible for answering the board office telephone and ensuring calls are handled or directed accordingly.  Responds to escalations and e-mails.

• Assists in handling mail functions, including receiving, sorting and posting for the board office.

• Provides administrative assistance to the Executive Director of the boards; performs special assignments, research and report preparation.
• Acts as the travel liaison between the board office and vendors.  Prepares travel authorizations, reimbursements and annual travel plans for each board.
• Secures court reporting services for board meetings ensuring that a state contracted vendor is utilized whenever possible; prepares notice to court reporter and faxes confirmation of appearance to court reporter.
• Assists by submitting board member compensation for each board member in attendance at a board meeting once the Executive Director has authorized payment.
• Reconciles monthly SAMAS reports to ensure that all charges are accurately reflected on the SAMAS document, including travel reimbursements, board member compensation, office supplies, etc.; reports any discrepancies to the division budget representative and the Bureau of Accounting.
• Acts as purchasing liaison between the board office and vendors, including the preparation of requisitions, purchase orders, certifications for payment, etc.
• Acts as property custodian, maintains inventory of office furniture and is responsible for maintenance of all office equipment, including contracts, repairs, etc.
• Processes refund requests for application and/or license renewal (researching OnBase and Versa Regulation) to determine if applicable.
• Prepares and processes license certifications which include opening the transaction in OnBase, manipulating a Word document, and mailing the document(s) to the address requested by the licensee.

The Difference You Will Make:

At DBPR, you will always have an opportunity to make a difference in the daily lives of Floridians and the communities where they live and work. As an employee, you help to “make DBPR and Florida great places to do business.” To that end we will invest in you; treat our licensees as valued customers and partners; and uphold laws that protect the public and Florida’s competitive marketplace.

In the Division of Professions, you will report to the Executive Director and will interact with staff throughout the board offices and the division while striving to achieve the agency’s mission.

How You Will Grow:

DBPR employees are expected to uphold these seven core values: Accountability, Innovation, Integrity, Ownership, Responsiveness, Respect and Teamwork. In turn, we will involve you on important and often complex projects while offering you the opportunity to gain valuable experience quickly.

 Where You Will Work:

Tallahassee, Florida’s Capital City, lined with rolling hills, oak trees, and canopied roads combines old world charm with a modern pace of life. Home to two major universities as well as state government, Tallahassee is a mid-sized city in the heart of Florida’s Big Bend. Boasting proximity to the coast and centrally located to popular tourist destinations, Tallahassee is a highly desirable location for both those seeking their first job or those ready to enter the next exciting chapter in their career. Also, with no state income tax, Florida is a great place to work regardless of where you find yourself on the career ladder.

 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, visit www.mybenefits.myflorida.com.

Required Knowledge, Skills, and Abilities:

•  Ability to prioritize and organize multiple tasks.
• Ability to communicate effectively, both oral and written.
• Knowledge of board functions and licensure procedures.
• Ability to work independently on recommendations and improvements to program.
• Knowledge of OnBase and Versa: Regulation
• Knowledge of MyFloridaMarketPlace
• Ability to interpret the Florida Statutes and Florida Administrative Code pertaining to the board.
• Knowledge of OnBase and Versa: Regulation.

           Please note:  Scheduled work hours for this position are 8:00-5:00.

Minimum Qualifications:

The Administrative Assistant II should possess the following:

• Associate's degree from an accredited college or university or
• Administrative or clerical experience can substitute on a year-for-year basis for the required college education.

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.

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 and date of birth in order to conduct this background check.

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.

 Applicants are required to apply online through the People First system by the closing date. 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.

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

 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.

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.

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.  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.  

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.