Senior Clerk

This position serves as the receptionist for the Engineering Division with the Florida Department of Health in Lee County and provides administrative support to this key public health program. The incumbent will be relied upon to exemplify excellent customer service skills and must be proficient in the use of Microsoft Office applications such as Word, Excel, Outlook, etc. The incumbent of this position will also be assigned cashiering duties. This is a full-time (M-F) 8AM-5PM position. Position Requirements: A high school diploma (or equivalent), two years of administrative support work and a valid Florida driver's license required. 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. Major Duties and responsibilities of position: Acts as office receptionist. Answer telephone promptly and courteously, answering all non-technical questions and forward technical questions to appropriate personnel. Greet customers at counter, accepting water samples and incoming projects. Verify accuracy and completeness of water analysis forms, this includes, but is not limited to, verifying sample was kept on ice before submittal, verify fee received, verify mailing address. Create the proper receipt for fees according to departmental policies and guidelines. Distribute sample bottles, informing customer of laboratory requirements and sample collection procedures. Pass out sample collection procedures and proper forms. Accurate data entry for all limited use paperwork in the EHD system, follow thru with proper filing of paperwork and any necessary file changes in EHD or other appropriate program. Perform routine typing, including memos, and letters, as requested, maintaining a high degree of accuracy and efficiency. Maintain fax machine, adding paper and change cartridges as needed. Date stamp and distribute incoming faxes to appropriate personnel on a timely basis. In times of short staff open, date stamp, and distribute all USPS mail to appropriate personnel. Remain observant of suspicious packages; know how to handle suspicious mail and packages. Accept request for mortgage analyses. Log request into database. Prepare paperwork and create project file within two days of receipt of request and fee. If needed give client well chlorination instructions. Forward request to technician for scheduling and collection of sample. Inform client of results and any additional fees. If client asks, offer helpful explanations regarding test results. Prepare final report for supervisor review and signature. Maintain accurate payment record of fees; requesting payment in advance for all testing performed. Record all conversations in file accurately and in a timely manner. Update database and maintain files. Accept requests for main clearance water testing. Locate files using diversified filing system, type main clearance bacteriological forms for field technicians. Maintain accurate and current information on forms, performing research for correct addresses and permit numbers if needed, forward to Technician for scheduling and sample collection. Maintain complaint files. Complete complaint records and forward to appropriate staff for completion. Record complaints into database (except EPI complaints) and file in complaint file daily. Accept incoming swimming pools/spas/Limited Use and PWS construction projects. Verify accuracy and completeness of all materials. Verify correct fees have been submitted (see engineers for PWS projects), create receipt for fees. For Pools/spas: Log project into pool construction database and prepare project file within two days of receipt. Forward project file to reviewing engineer. Maintain accurate and current information on forms, make changes as necessary in Access database, and print inspection reports as needed. Upon satisfactory final inspection of completed construction project, issue initial 30 day operating permit within two days of receipt of file from field engineer OR within two days of receipt of re-inspection fees at least 90% of the time. Inform contractor of any re-inspection fees due. Verify correct owner name and address. Perform EHD data entry to obtain 30 day operating permit. Distribute initial 30 day operating permit per departmental procedures. Update database and forward copy of permit to the accounting clerk. Perform data entry of routine swimming pool/spa inspections into EHD. Mail copy to manager. Perform routine filing of inspections and monthly operating reports on not less than a weekly basis. Update database. Accept pool/spa exemption requests. Verify type of exemption application, verify permit number. Log in database, create file, forward to reviewing engineer within two days of receipt at least 90% of the time. Reviewing engineer will return file after review. Type up requested letter, update database, maintain file, and perform all aspects of required paperwork according to departmental procedures. For drinking water construction projects: Establish project files; record information in database and Oracle program, forward file to reviewing engineer within two working days. Prepare permits and related correspondence in accordance with regulations and departmental procedures within two days of receipt from engineer; update computer programs; maintain internal control records. Verify accuracy and completeness of requests for "Letter of Release". Locate applicable project file, prepare certification letter and forward to reviewing engineer within two working days. Process related correspondence; update computer programs and prepare file for storage. Enter satisfactory bacteriological results into computer program Oracle. Forward any unsatisfactory results to engineer for review and data entry. Track, compile and file boil water notices (BWN) for assigned facilities in Lee County. Follow up with facilities to collect missing reports. File all monthly compliance samples for prior month in appropriate folders. Compile public water system monthly operating reports, maintain database, and perform data entry by the 15th of each month. Notify engineer of systems not in compliance with FAC regulations. Verify accuracy and completeness of incoming public water well projects. Prepare project file and forward to reviewing engineer within two working days. Process according to 62-550 regulations and departmental procedures; maintain well database. Prepare, process, and distribute compliance letters, inspections, technical correspondence, memoranda and reports from rough drafts, notes, and oral instructions within one day of request; maintain public water files. Record incoming checks onto Mail Log for all checks and cash on a daily basis. Forward to accounting clerk for deposit. Maintain all assigned files and purge for storage routinely, according to scanning procedure and Department policy. Retrieve archived files from storage when needed for review. Help with records purging as requested or any other work in off-site storage unit. Perform other related work duties as assigned. Knowledge, skills and abilities, including utilization of equipment, required for the position: Knowledge of customer service principles, practices & procedures. Knowledge of correct spelling, punctuation & grammar usage. Knowledge of standard business formats & styles for letters & business forms. Skill in operating a computer. Ability to operate general office equipment. Ability to follow office procedures & practices. Ability to organize & maintain filing systems. Ability to handle telephone calls in a courteous & effective manner. Ability to communicate effectively; verbally & in writing. Ability to establish & maintain effective working relationship with others. Ability to understand, interpret & apply applicable rules, regulations, policies & procedures. Ability to prioritize individual workload. Ability to frequently bend; kneel, reach, and sit or stand for long periods of time. Ability to lift and carry up to 50 pounds as needed. Ability to frequently use telephone, computer, copier and small hand tools, i.e.; stapler, scissors, etc. Ability to work with occasional loud noises. Ability to locate information that is listed alphabetically & numerically. Ability to follow instructions. Ability to review data for accuracy & completeness. Ability to work independently or with minimal supervision. Ability to climb ladders and have no problem with heights. Ability to work in varying hot and cold temperatures in the office and offsite storage unit. ***NOTE: All responses provided to the qualifying questions for this vacancy advertisement must be verifiable on your State of Florida, Employment Application. ** This position requires a security background check and/or drug screening & participation in direct deposit. A successful background check and fingerprinting is a condition of employment. Note: You will be required to provide your Social Security Number (SSN) in order to conduct this background check. 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 Only U. S. citizens and lawfully authorized alien workers will be hired. 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. SPECIAL NOTE: If there are any problems applying online please call People First Staffing Administration: (877) 562-7287 OR send a State of Florida Employment application by mail or fax to the following: People First Staffing Administration, P. O. Box 6850, Tallahassee, Fl 32314, Fax: (888-403-2110) People First Service Center will contact the applicant once the application has been received and attached to the position. The applicant will be given a timeframe in which to contact People First to answer the qualifying questions. Applicants who do not answer the position qualifying questions WILL NOT be considered for the Position 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. VETERANS' PREFERENCE DOCUMENTATION REQUIREMENTS HAVE RECENTLY CHANGED. To obtain revised and updated information on Veterans' Preference documentation requirements, click here. Pursuant to Chapter 295, Florida Statutes, applicants eligible for Veterans' Preference will receive preference in employment for Career Service vacancies and are encouraged to apply. However, applicants claiming Veterans' Preference must attach supporting documentation with each application 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. All documentation is due by the close of the vacancy announcement. Applicants may also fax their supporting documentation to People First at 1-888-403-2110.