ADMINISTRATIVE ASSISTANT II - SES - 79001359

Requisition No: 847857 

Agency: Business and Professional Regulations

Working Title: ADMINISTRATIVE ASSISTANT II - SES - 79001359

 Pay Plan: SES

Position Number: 79001359 

Salary:  $1,363.39 - $1,559.92 Bi-weekly 

Posting Closing Date: 03/05/2025 

Total Compensation Estimator Tool

DIVISION OF HOTELS & RESTAURANTS
Administrative Assistant II - SES
Position Number: 79001359

Hiring Salary: *$1,363.39 - $1,559.92 Bi-weekly

ANTICIPATED VACANCY

**STATE PERSONNEL SYSTEM**

**You must currently be employed with the State of Florida to be considered**

*Salary will be commensurate with experience.

***Applicants must complete all fields in the Candidate Profile.  Work history, hours worked, and formal education are required to qualify for this position.  Responses to Qualifying Questions must be verifiable in the Candidate Profile. Resumes and other documentation can be attached to provide additional information. ***

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

This position independently performs regulatory and administrative work implementing all required tasks related to the supervision of employees, including approval of attendance and leave, evaluating employee performance (preparing performance plans, performance evaluations, etc.), employee development, communicating with employees, training of support staff, planning and directing their work and other supervisory related duties.

Supervise, train and cross-train support staff. Responsible for yearly evaluation of support staff.  Assist staff with questions or problems.  Provide coverage of tasks when delegated support staff is absent. Training new inspectors on office procedures.

Maintain records on vehicle inventory and transponders. Responsible for collecting, preparing and consolidating the monthly vehicle record report. 

Assist District Manager, Deputy District Manager and Supervisors with research, special project or request. Serves as liaison between district staff and other division personnel.

Process all revenue receipts i.e. Temporary Events. Maintain a log of receipts that are processed and sent to Headquarters. Provide temporary receipts booklets for inspectors as needed. Responsible for reconciling completed receipt books before returning them to the Division Headquarters.  Researches and resolves discrepancies between the completed book and the reconciliation report.  Completes the Year End reconciliation for the District.

Monitor district mailbox and On-Base for service request, complaints and other request that are received. 

Responsible for scheduling the Certified Food Manager exam and arranging payment for new certifications and renewals for the District field staff.

Data input of complaints, service request, inspections, post conference, change of record forms and other documents. Providing stamp copies of room rates and balcony certification to the operator. Assist with assigning inspections, complaints and service request to iPads.

Assist with the preparation of Administrative Complaints, Closures, and Administrative Determination’s. Responsible for keeping track and sending out unpaid fine letters.  Responsible for printing and processing the delinquent license with overdue fine letter (30 day letter).  Produces the corresponding Administrative Determination if needed after the 30 days.

Responsible for monitoring and tracking resort dwellings. 

Responsible for processing incoming escalations for the District as well as tracking and closing them within Division guidelines. Responsible for tracking unlicensed inspections as well as hand-keying and scanning the inspections as needed.

Assist inspectors with license issues. Research problems with licensing, owner change, bad checks and fines. Profiling or re-profiling any discrepancies that may occur with change of ownership or new applications.

Provides customer service at front desk to assist walk-ins, answer questions and sign-off on beverage papers.  Assist with answering all incoming calls. Prepare monthly calendar for front desk coverage. Schedule conference room calendar for monthly staff meetings and DOAH hearings.

Responsible for maintenance and repair of office equipment, copier and postage meter.  Input monthly copy usage, download updates to postage meter. Assist with the handling of out-going, incoming mail, and certified mail. Provide notary service for official state documents. Responsible for monitoring and purchasing of all office supplies and forms. Tracks district monthly budget usage. Scans invoices and processes payment in Bank of America Works software program.

Engages in active testing of new and updated technology including Versa Regulation, OnBase, Escalations, Complaint Forms, etc.  Assists with the filing of inspections, compliance cases and other documents.

Perform other related duties as assigned.

Minimum Requirements:

• Two years of general office experience; and
• Two years of computer experience to include proficient use of Microsoft Word and Excel; and
• Two years of customer service experience assisting customers on the telephone or in-person.

Knowledge, Skills & Abilities

• Knowledge of basic management principles and practices as it pertains to the Bureau of Field Services. 
• Skilled in the use of software, desktop hardware to enhance personal and organizational performance (spreadsheet, work processing, scheduling, e-mail, licensing and internet applications, and other technology required by the department).
• Ability to collect, evaluate and analyze data to develop alternative recommendations, solve problems, document workflow and other activities relating to the improvement of management practices. 
• Ability to communicate effectively orally and in writing. 
• Ability to establish and maintain effective working relationship with others.

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/or drug screening 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 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 REMINDER

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.

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.