ADMINISTRATIVE ASSISTANT II

ADMINISTRATIVE ASSISTANT II - 79010445

Incumbent serves as personal and confidential assistant to the Regional Program Administrator and Investigator Supervisor for the Fort Lauderdale Regional Office. Assists the Regional Program Administrator, Investigator Supervisor, Inspectors and Investigators with administrative matters. This position requires the ability to objectively evaluate problems and make decisions independently; arriving at solutions based on Department policies and procedures. Tracks citations after issuance by the Inspector/Investigator and sends payments to Revenue for further processing. Closes notices of non-compliance. Maintains associated records and scans case related documents into OnBase. Assists staff with orientation and all paperwork necessary for employment with DBPR and office needs. Property custodian for regional office, ensuring accurate records keeping of office equipment. Responsible for surplus equipment processing and handling incoming surplus and new equipment. Over sees all supplies, furniture, and equipment, including computer needs for the office. Effects continuous building item and equipment repairs for regional office. Oversees form management; process updates; creates in-office forms and account setups; and oversees implementation as needed, to facilitate effective office operations. Responsible for compilation of statistics for the Regional Office, coordination of information needed, and producing the Monthly Report, and others as required. Oversees and maintains invoices and billings, travel vouchers, and reimbursement requests for the office. Administers internal case management tracking system, providing supervisors with current statistical information on status of cases, citations, and notices of non-compliance. Completes reimbursement requests, record keeping, deposit processing, and prepares Annual Reports. Develops and oversees efficient filing system for office and maintains master records for regional office; coordinates and oversees timely records destruction. Serves as primary reception person for the office, answering phones, opening mail, and greeting visitors. Maintains files in an automated document management system, as needed. Performs other duties as necessary.

Knowledge of and ability to interpret and apply applicable Florida Statutes, laws, policies and procedures. Ability to conduct fact finding research. Ability to communicate effectively orally and in writing. Ability to plan, organize and coordinate work assignments. Ability to maintain strict confidentiality. Proficient in the use of technology required to perform duties, which includes but is not limited to, computer software and hardware, and data systems.

Minimum Requirements: At least two (2) years of clerical, secretarial, or administrative work experience.

Preferred Qualifications: High School Diploma and/or GED. More than two (2) years of secretarial or office clerical work experience Knowledge of fleet vehicle policies and procedures Knowledge of travel and purchasing within state government Good verbal communication and writing skills Computer literate and proficient in Microsoft Office A valid Driver License is preferred.