Administrative Assistant III

ADMINISTRATIVE ASSISTANT III -

Date: Apr 8, 2025

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Requisition No: 850467

Agency: Environmental Protection

Working Title: ADMINISTRATIVE ASSISTANT III -

Pay Plan: Career Service

Position Number:

Salary: $47,058.00 annually

Posting Closing Date: 04/10/2025

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Administrative Assistant III

State of Florida

Department of Environmental Protection

Internal Vacancy

Our Organization and Mission:

The Florida Department of Environmental Protection (DEP) is the state's lead agency for environmental management and stewardship - protecting our air, water and land. The vision of DEP is to create strong community partnerships, safeguard Florida's natural resources and enhance its ecosystem.

The Work You Will Do:

This posting is for an Administrative Assistant III position located at the Department of Environmental Protection's Southwest District Office, in Temple Terrace.

This is a highly independent position responsible for a wide variety of major and complex administrative duties in the Business Planning Program. This position provides administrative support for the various programs within the district office. The incumbent will be involved in a wide range of assignments including database entries, processing final action documents and other administrative duties. This is a position of trust. This position actively supports and works toward fulfilling the Agency's Affirmative Action objectives.

The Difference You Will Make

Help protect Florida's unique environment by ensuring that regulatory activities are designed to protect water and wildlife resources; review and inspect existing facilities to ensure that they are conducted in compliance with Florida environmental regulations.

How You Will Grow:

DEP encourages its leaders to constantly innovate and seek efficiencies. We believe in supporting and encouraging you as you take on important and often complex projects while offering you the opportunity to gain valuable experience quickly.

Where You Will Work:

The Southwest District Office is located in Temple Terrace, a small city just outside of Tampa. Tampa is close to the Gulf Coast with beautiful white sand beaches. It is considered a major business center while also known for its museums and cultural offerings. Places such as the Busch Gardens Theme Park, historic Ybor City with its many restaurants and nightlife, the world's longest continuous sidewalk along Bayshore Blvd., and a sports enthusiast haven are just some of the many activities people can enjoy in the area. There is also no state income tax for residents of Florida. The Southwest District covers 8 counties (Hillsborough, Pinellas, Manatee, Polk, Pasco, Hernando, Citrus, and Hardee).

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 );
•   Flexible Spending Accounts;
•   Tuition waivers;
•   And more. For a more complete list of benefits, visit .

Pay:

$47,058 annually

Your Specific Responsibilities:

In carrying out the duties of this position, the incumbent is expected at all times to be aware of and abide by the Department's Standards of Conduct, as well as any and all departmental and/or work unit rules, directives, policies, procedures, and/or general orders applicable to performing the duties of this position. If position is supervisory, incumbent is also expected to actively support and work toward fulfilling the Agency's Affirmative Action objectives.

This is a highly independent position responsible for a wide variety of major and complex administrative duties in the Business Planning Program. This position provides administrative support for the various programs within the district office. The incumbent will be involved in a wide range of assignments including database entries, processing final action documents and other administrative duties. This is a position of trust.

General Processing and Administrative Functions

This position coordinates with other clerical positions and management to ensure all aspects of document processing and communications are addressed. This includes the coordination of multiple mailboxes and the assigning of workload, The position will provide training to Business Planning and regulatory staff as necessary. Keep abreast of programmatic changes, including database entry and application coding. Implement the principles of total quality management (i.e. continuous improvement) and LEAN methodology to reduce waste and provide services that add value for all customers.

This position will be the subject matter expert in travel processes. They will coordinate the workload and prepare and submit travel authorizations and reimbursements for district staff. They will provide training to new team members in the rules and requirements of travel. .

Assists team on special projects, as assigned. Special projects may be related to general team projects, specific time-oriented tasks, or general duties as they relate to the Business Planning and overall district needs. Performs other related duties as required. Responsible for proper use and care of state-owned property and equipment assigned to this position. Attends workshops and seminars when requested.

CAP and Permitting Program Support - Provides regulatory support in the following areas:

Receive new incoming applications and related submittals, logging information on data entry forms including but not limited to initial coding, application fees, and database entry and route application for further processing, in accordance with the Department policies and procedures. Monitor databases, ensures consistent update, and provide reports to Administrator or Manager as requested. Maintain working knowledge and understanding of Permitting program functions, databases and processing needs. Provide other assistance to the Permitting and Engineering program, including training of clericals and professionals. Provide other assistance including preparation and completion of final permitting-related documents for Oculus entry and mail-out; other assistance as needed.

Maintain working knowledge and understanding of Compliance Assurance Program (CAP) functions, databases and processing needs. Provide other assistance to CAP program, including preparation and completion of final CAP documents for Oculus entry and issuance for electronic and/or traditional postal service mail. Monitor incoming email in boxes for compliance submittals, log into appropriate database and route accurately. Receive new complaints, gather appropriate information, and enter information into a complaint routing system, and provide other assistance as needed.

Maintains proficiency on all Regulatory Support activities and processes. Provides information and referral duties, in person and by telephone, as well as taking and routing messages for all District staff members. Assist with answering and routing of all incoming telephone calls to the appropriate section or individual from the central switchboard. Takes and relays messages for personnel when they are unavailable. Greets, announces and directs visitors to the appropriate areas and issues visitor identification badges. Gives general information regarding services rendered by the Agency as well as locations and services offered by other agencies. Records and issues security passes for staff and visitors. Serves as backup for clerical positions as needed. Performs special assignments and other related duties as assigned by the Program Administrator. Conducts outreach, as required, with regulated communities to identify opportunities for process clarification and instructs applicants on the use of DEP web-based services. Provides mail room assistance, including processing of incoming mail, scanning, and distributing as appropriate.

Perform other duties as assigned.

Knowledge, Skills, and Abilities:
•   Skilled in the use of a computer
•   Knowledge of the technique for handling telephone calls in a courteous and tactful manner.
•   Ability to interact with the public in courteous and tactful manner.
•   Ability to use personal computers.
•   Intermediate or advanced skill level in use of MS Word, Excel and Outlook.
•   Excellent organizational skills.
•   Knowledge of administrative management principles and practices.
•   Ability to work in a team or independently and under guidance.
•   Ability to follow directions and meet designated Level of Service protocols and timeframes.
•   Ability to use correct spelling, punctuation, and grammar.
•   Ability to type letters, permits, memoranda and other standard business forms in correct format.
•   Ability to organize, plan and coordinate work assignments click apply for full job details