Administrative Assistant generating internal and external information for Bancolombia. Analyzing processes and supporting team operations in Bogotá office.
About the role
- Administrative Assistant III supporting the Division of Regulation within Florida's Department of Business and Professional Regulation. Provides comprehensive administrative support to regional offices and personnel.
Responsibilities
- Incumbent serves as a personal and confidential assistant to the Field Office Manager for Regions I and II.
- Assists the Field Office Manager, 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.
- Assists Regions I and II with internal case management tracking system, with the current statistical information on the status of cases, citations, and notices of non-compliance monthly.
- Tracks citations after issuance by Inspectors/Investigators for both Regions.
- Sends payments to Revenue for further processing.
- Closes notices of non-compliance for both Regions.
- Maintains associated paperwork.
- For Regions I and II, assists with staff orientation and all paperwork necessary for employment with DBPR and office needs.
- Property custodian for Regions I and II, ensuring accurate recordkeeping of office equipment.
- Responsible for surplus equipment processing and handling incoming surplus and new equipment.
- Responsible for compilation of statistics for Regulation, 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 regional offices.
- For both regions, completes reimbursement requests, recordkeeping, and deposit processing.
- Prepares annual reports.
- Oversees all supplies, furniture, and equipment including computer needs for the regional offices.
- Effects continuous building item and equipment repairs for Region I and II offices.
- Oversees forms management, processes updates, creates in-office forms and account set-ups, and oversees implementation, as needed, to facilitate effective office operations.
- Develops and oversees efficient filing system for Region II office and maintains master records for office.
- Coordinates and oversees timely records destruction.
- Scans case related documentation to OnBase for Regions I and II.
- Serves as primary reception person for Region II office, answering phones, opening mail, and greeting visitors.
- Assists the Unlicensed Activity Unit with outreach event coordination, provides payments, and other related activities.
- Performs monthly WEX/car log reconciliation.
- Performs other duties as assigned.
Requirements
- One year Administrative or Clerical Office experience;
- Experience formatting, editing and creating comprehensive correspondence using Microsoft Office and e-mail correspondence using Microsoft Outlook;
- Preferred:
- Preference may be given to applicants who have/are:
- Associate’s degree
- Experience in a regulatory field.
- Experience with redacting documents.
- Purchasing experience.
- Proficient in using OnBase and Versa Regulation.
- Knowledge of and ability to interpret and apply applicable Florida Statutes, laws, policies and procedures.
Benefits
- 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
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