OPS ADMINISTRATIVE ASSISTANT II - 37920052

Requisition No: 836672 

Agency: Environmental Protection

Working Title: OPS ADMINISTRATIVE ASSISTANT II - 37920052

 Pay Plan: Temp

Position Number: 37920052 

Salary:  $19.00 per hour 

Posting Closing Date: 11/20/2024 

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OPS Administrative Assistant II

State of Florida

Department of Environmental Protection

Division of State Lands

Open Competitive

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 create strong community partnerships, safeguard Florida’s natural resources and enhance its ecosystem. 

The Work You Will Do:

The Division of State Lands, as Florida’s lead agency for environmental management and stewardship, serves as staff to the Board of Trustees of the Internal Improvement Trust Fund (Governor and Cabinet). As such, the division’s role goes far beyond just acquiring lands for protection. It provides oversight for the management of activities on more than 12 million acres of public lands including lakes, rivers and islands. These public lands help ensure all Florida’s residents and visitors can truly appreciate the state’s unique landscapes.

The Difference You Will Make:

The Revenue Section is responsible for the collection and tracking of all fees and revenue due to the Board of Trustees (BOT) for activities occurring on BOT-owned land. This money comes from asset management, submerged land leases and upland leases and is deposited into the Internal Improvement Trust Fund which helps support our Division as well as other areas in the Department. The Revenue Section also assists District Regulatory staff and provides public education related to fee reporting and collection.

How You Will Grow:

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:

Tallahassee - 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. 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.

The Benefits of Working for the State of Florida:

**OPS/Seasonal/Part Time Benefits Language:

Working for the State of Florida is more than a paycheck. The State’s benefits package for eligible OPS employees includes:

• Participation in state group insurance (must meet eligibility requirements*).  For more details consult with People First at 877-562-7287 or go to:  https://www.mybenefits.myflorida.com/health/eligibility_and_enrollment/ops_employees
• Participation in the Florida Deferred Compensation Plan (457b).  For additional details and online enrollment visit MyFloridaDeferredComp.com
• State of Florida 401(a) FICA Alternative Plan (tax deferred Retirement Savings Plan). (For more information, please click  Corebridge Financial;
• Flexible Spending Accounts;

For a more benefits information, visit www.mybenefits.myflorida.com.

*Seasonal and part-time OPS employees (less than 30 hours average per week) refer to the links above for detailed eligibility requirements.

Pay:  

$19.00 per hour

Your Specific Responsibilities:

This position serves as support for the Revenue Section of the Division of State Lands.  Duties include:

• Data entry of Annual Reporting Forms, mail preferences from Opt Out forms and billing address changes and other documents as needed.
• Reminder calls for past due invoices when they become 45 days past due.  Note in account the person spoken with and their response.
• Research accounts for change in ownership for past due invoices prior to making reminder calls.
• Monitor Enterprise Self-Service Authorization System (ESSA) and Revenue Processing Module (RPM) e-mail boxes for customer inquiries and bounce backs on a daily basis.  Respond or forward to appropriate parties and other mailboxes as requested.
• Monitor RPM accounts for documents that need to be mailed by U.S. mail on a daily basis.  This would include the Anniversary Billing, Notice to Correct and Annual Revenue Report (ARR) reminders.
• Generate and distribute Monthly Credit Memo Report for credit memos that need correction prior to anniversary billing.
• Monitor returned mail and email documents, research for new contact information.
• Assist customers with using the DEP Business Portal.
• Assist in managing and maintaining revenue content on DEP website.
• Mail pick up and distribution – Pick up and distribute mail for Revenue staff on a daily basis.
• Scanning and data entry – Scan hard copies of Annual Reporting Forms, Billing Information Forms, Opt Out Forms and other correspondence that come through the mail.
• Other duties and responsibilities as needed.

Required Knowledge, Skills and Abilities:

Knowledge of:  The methods of data collection and analysis; office procedures and practices.  Skilled in:  Use of office equipment including personal computers and software including Windows, Word, Excel, Outlook, internet; principals of effective customer service   Ability to:  Manage and maintain web site content; collect, evaluate and analyze data; solve problems; document work flow; organize data into logical format for presentation in reports, process manuals, documents and other written materials; run and format financial reports, conduct fact-finding research; utilize problem-solving techniques; understand and apply applicable rules, regulations, policies and procedures relating to revenue collection; plan, organize and coordinate work assignments; communicate effectively, verbally and in writing; establish and maintain effective working relationships with others; work independently.

Contact Information:

amy.horton@floridadep.gov

DEP is committed to successfully recruiting and onboarding talented and skilled individuals into its workforce. We recognize the extensive training, experience, and transferrable 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_ER@dep.state.fl.us

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.