SENIOR CLERK - 64065354 Date: Sep 11, 2024 The State Personnel System is an E-Verify employer. For more information click on our E-Verify Website (http://www.dms.myflorida.com/workforceoperations/humanresourcemanagement/forjobapplicants/everify) .Requisition No: 837271 Agency: Department of HealthWorking Title: SENIOR CLERK - 64065354Pay Plan: Career ServicePosition Number: 64065354 Salary: $33,760 - $34,320 annually Posting Closing Date: 09/21/2024 Total Compensation Estimator Tool (https://compcalculator.myflorida.com/) Thank you for your interest in career opportunities with the Florida Department of Health in Polk County. If you are looking to establish a successful career in Public Health, you have come to the right place. Many of our innovative and successful health programs are recognized throughout Florida. We hope you decide to join our team! Applicants will be contacted directly if selected for an interview. Your Specific Responsibilities: This position is a Senior Clerk located in the Bartow Environmental Health Division of the Florida Department of Health in Polk County. Work involves a variety of complex and technical clerical duties for Environmental Health support, Environmental Supervisors, and Environmental Specialists. Duties performed require initiative, independent decision making, and obtaining solutions by operating with policies, laws, rules, and guidelines. Receive and screen complex and technical applications that are submitted to this Agency for permits. Reviews each application with the client for completeness and accuracy. Process applications within Department guidelines and makes copies for distribution to clients and staff. Maintain a log for permits and notifies the clients of the application permitting status and outcome. Inputs technical and complex data into the Environmental Health Data System for Environmental Health Programs with emphasis regarding Onsite Treatment and Disposal Systems (OSTDS) and/or Facility Programs. This position is responsible for transcribing legal dictation that includes technical and complex correspondence and monthly/annual reports. Type routine and complex correspondence, memorandums, legal notices, and field reports. Proo material for correct spelling, punctuation, and grammar. Prepare and type travel reimbursement forms. Open and distribute incoming mail. Assist visitors and route telephone calls to the appropriate individual concerned. Write receipts and accurately complete the fee report. Send fee report to the Fiscal Office daily. This position is responsible for maintaining inventory of office supplies and equipment. Track purchase requisitions and responsible for all receiving reports to be signed and routed to the fiscal office in a timely manner. Maintain a complex filing system on various Environmental Health Programs. Retrieve and route correspondence and other material upon request and in a timely manner. Prepare and mail invoices for OSTDS and/or Facility Programs billing. Prepares and keeps track of purchase requisitions and receiving reports. Responsible for purchasing card duties, receipt of goods, which includes a review and approval of invoices from vendors. Maintains an interagency transaction log of monthly charges and submits to the Fiscal Office. Assist supervisor in maintaining updated and accurate position descriptions and performance evaluations for employees. Performs other duties as required, including performance of additional interpreter duties, consistent with skill level, and as needed. Complete and submit Department required trainings. Daily Activity Reports (DAR’s), timesheets, and other required paperwork within Department required timeframes and guidelines. Incumbent works as back-up and as needed at the switchboard that handles calls for all Environmental Health services throughout the county. The incumbent answers the switchboard, screens, and directs incoming phone calls, and assists with inquiries. Deals directly with clients by telephone and is responsible for managing a high volume of incoming telephone calls and must respond promptly to client inquiries. Provide basic and accurate information in-person and via phone/email. The incumbent also greets persons entering the building and directs them appropriately. The incumbent obtains all relevant information pertaining to customer complaints or compliments and brings them to immediate supervisor's attention. Responds promptly to the needs of the customer and solicit feedback to improve service. The incumbent is expected to communicate (by phone, in writing, or in person) in a courteous and professional manner at all times. Incumbent will work as a team with other clerical support staff. Must pay attention to details and possess excellent communication, customer service, and interpersonal skills. Incumbent must be able to work in a multi-cultural, fast-paced environment, under stressful conditions with the ability to adapt to constant change. Make effective use of resources and may communicate/coordinate with internal departments regarding issues relating to Environmental Health. Maintain office security by following safety procedures and controlling access to the front area and clerical workroom. Ensure clerical area is tidy and presentable, with all necessary resources (e.g. pens, forms, and brochures). Ensure knowledge and assist in the processing of all Environmental Health Programs paper work and client inquiries to include but not limited to the following: OSTDS; all water programs including Pools, Limited Use, Public Water Systems, and others; migrant labor camps, mobile home parks, biomedical waste, body piercing, tanning, tattooing, group care, residential facilities, food service, radon, lead, rabies, epidemiology, petroleum restoration, storage tanks, complaints, permit questions, and payment questions. Required Knowledge, Skills, and Abilities:
Ability to operate equipment, such as typewriter, fax machine, copier, calculator, computer, scanner, and printer.
Ability to communicate effectively with agencies, clients, and personnel.
Knowledge of Environmental terminology and protocols.
Ability to use standard Microsoft Office programs.
Knowledge of general office procedures and practices.
Knowledge of correct grammar usage.
Knowledge of basic arithmetic.
Ability to prepare reports and correspondence.
Ability to plan, organize and coordinate work activities.
Ability to develop and implement office procedures.
Ability to follow instructions.
Ability to review data for accuracy and completeness.
Ability to perform basic arithmetical calculations.
Ability to communicate effectively.
Ability to establish and maintain effective working relationships with others.
Qualifications:
Two years of secretarial or clerical work experience.
College education from an accredited institution can substitute at the rate of 30 semester or 45 quarter hours for each year of the required work experience.
Vocational/technical training in the area of secretarial science or office/business studies can substitute at the rate of 720 classroom hours for each year of the required work experience.
A high school diploma or its equivalent can substitute for one year of the required work experience.
Valid Florida Drivers License
Other job-related requirements for this position:
Emergency Duty:Incumbent may be required to work before, during and/or beyond normal work hours or days in the event of an emergency. Emergency duty required of the incumbent includes working in special needs or Red Cross shelters, or performing other emergency duties including, but not limited to, responses to or threats involving any disaster or threat of disaster, man-made or natural.
Confidentiality:Incumbent may have access to records containing Social Security numbers in the performance of their job duties.
Florida Department of Health Mission, Vision, and Values:
Mission:
To protect, promote & improve the health of all people in Florida through integrated state, county & community efforts.
Vision:
To be the Healthiest State in the Nation.
Values:
I nnovation: We search for creative solutions and manage resources wisely.
C ollaboration: We use teamwork to achieve common goals & solve problems.
A ccountability: We perform with integrity & respect.
R esponsiveness: We achieve our mission by serving our customers & engaging our partners.
E xcellence: We promote quality outcomes through learning & continuous performance improvement.
Where You Will Work:
Bartow, FL
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:
Annual and Sick Leave benefits;
Nine paid holidays and one Personal Holiday each year;
State Group Insurance coverage options, including health, life, dental, vision, and other supplemental insurance options;
Retirement plan options, including employer contributions
(For more information, please click www.myfrs.com );
Flexible Spending Accounts;
Tuition waivers;
And more!
For a more complete list of benefits, including monthly costs, visit www.mybenefits.myflorida.com .
Please be advised:
Your responses to qualifying questions for this position must be verifiable by documentation provided through the electronic application process.
This position requires a security background check and/or drug screening and participation in direct deposit. Any misrepresentations or omissions will disqualify you from employment consideration. Note: You will be required to provide your Social Security Number (SSN) in order to conduct this background check Successful completion of a drug test is a condition of employment for safety-sensitive positions.
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 successful candidate will be required to complete the Form I-9 and that information will be verified using the E-Verify system. E-Verify is operated by the Department of Homeland Security in partnership with the Social Security Administration to verify employment eligibility.
Incumbents may be required to perform emergency duty before, during, and/or beyond normal work hours or days.
The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer and does not tolerate discrimination or violence in the workplace.
Applicants requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-877-562-7287). 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.
Florida has the third largest population of veterans in the nation with more than 1.5 million service men and women. The Florida Department of Health (department) is committed to serving members of the United States Armed Forces, veterans and their families by encouraging them to apply for vacancies that fit their area of knowledge and/or expertise. Through the Department's VALOR program, which expedites licensing for military veterans, the Department also waives initial licensing and application fees for military veterans who apply for a health care professional license within 60 months of an honorable discharge. These initiatives help ensure that the transition from military service into the workforce is as smooth as possible and reflects our appreciation for the dedication devoted to protecting our country.
If there are any problems applying online, please call People First Staffing Administration: (877) 562-7287.
Service Center hours are Monday through Friday, 8:00 a.m. to 6:00 p.m., ET. TTY users, call (866) 221-0268.
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 clickinghere (http://www.dms.myflorida.com/content/download/97612/566545) . All documentation is due by the close of the vacancy announcement. Location: BARTOW, FL, US, 33830 Nearest Major Market:Lakeland