ADMINISTRATIVE ASSISTANT II - 79010924

Requisition No: 837460 

Agency: Business and Professional Regulations

Working Title: ADMINISTRATIVE ASSISTANT II - 79010924

 Pay Plan: Career Service

Position Number: 79010924 

Salary:  $1,298.46 - $1,449.84 biweekly 

Posting Closing Date: 10/16/2024 

Total Compensation Estimator Tool

DIVISION OF PROFESSIONS (BOARD OF LANDSCAPE ARCHITECTURE/VETERINARY MEDICINE

ELECTRICAL CONTRACTORS/ASBESTOS LICENSING UNIT)

ADMINISTRATIVE ASSISTANT II

Position Number: 79010924

Hiring Salary: $1,298.46 - $1,449.84 biweekly

***Open Competitive Announcement***

Our Organization and Mission:

The Division of Professions is responsible for the licensing of over 503,000 professionals. These professions include architects and interior designers, asbestos consultants, athlete agents, auctioneers, barbers, building code administrators and inspectors, community association managers, construction contractors, cosmetology, electrical contractors, employee leasing companies, geologists, home inspectors, landscape architects, mold assessors and remediators, pilot commissioners and veterinarians.  Housed within the division is the Bureau of Education and Testing and the Florida Building Commission.

The Work You Will Do:

This position serves as the assistant to the Executive Director, professional boards, and provides administrative support to the Executive Director and others as requested.

Your Specific Responsibilities:

• Provides administrative assistance to the Executive Director of the board; performs special assignments, research, and report preparation.

• 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.

• Acts as the travel liaison between the division 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 division 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.

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

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

Minimum Requirements: 

• 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.

Preferred:

• Two or more years using Microsoft Office Suite
• Experience with preparing travel authorizations and travel reimbursements.
• Experience with purchasing and My Florida Market Place

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 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.

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.