SENIOR CLERK - 64080400

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SENIOR CLERK

Open Competitive

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:

The incumbent if part of a global public health organization and is expected to support the Florida Department of Health in Polk County in its mission to protect, promote, and improve the health of all people in Florida through integrated state, county and community efforts and its vision to be the Healthiest State in the Nation. Furthermore, the incumbent is expected to incorporate the agency values of Innovation, Collaboration, Accountability, Responsiveness and Excellence in all aspects of their work.  

This position is a Senior Clerk in the Florida Department of Health in Polk County, Environmental Health & Engineering Division.  Duties assigned are in various programs in Environmental Health and require independent judgment to accomplish.

This position has primary responsibility in the Swimming Pool and DEP Drinking Water Programs, and will function as a ‘Lead Worker’, and will co-ordinate and perform duties, related to these programs.  This position will also be cross trained in all Environmental Programs and will assist in all programs as assigned by supervisor or Environmental Administrator and perform other duties as assigned.

Administrative

• Prepare general correspondence for Environmental Supervisors, Environmental Specialists, Engineers, and Engineering Technicians in the Swimming Pool Program, and (PWS) Drinking Water Program, and other Environmental programs as assigned.
• This position is responsible for purchasing card duties including receipt of goods, and approval of invoices from vendors.  Prepare and track purchase requisitions and receiving reports for Environmental Health & Engineering.  Create requisitions as requested by supervisors and forward for processing as prescribed.  Approve and receive purchases in My Florida Market Place within (5) working days.
• Provide fee report/mail log for Fiscal accounting.  All fees shall be receipted properly upon receipt.  Cashiers fee report must be completed on a daily basis as prescribed by the business Office.
• Incoming mail shall be processed and forwarded to appropriate personnel within two (2) hours of receipt.
• This position serves as lead receptionist in the clerical pool. Direct telephone calls and route all visitors to appropriate personnel for assistance; and forward complaints to appropriate personnel. Incumbent works at a 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.

Permitting

• Review all incoming DEP water permit applications, and engineering design plans to determine completeness.  Notify professional engineer and/or applicant of any incomplete items.  Enter permit information monthly operation reports.  Bacteriological samples, and chemicals into Oracle Department of Environmental Protection (DEP) database.  Upon approval have permit issued, copies mailed, and record copies properly recorded and filed.  Maintain tracking system of all permits issued.  All incoming project documents shall be receipted, checked, dated, and logged. Type and provide Clearance, and Modification Letters for P. E. review, and mailing to project managers.
• Prepare DEP PWS Annual Licenses and DOH (SWP) invoices accurately and per established statutes, codes, and timeframes.
• Prepare Limited Use Water Annual Operating Permits and invoices accurately and per established statutes, codes, and timeframes.
• Review all incoming LU permit applications to determine completeness and deliver to appropriate staff for their review process.  Notify professional engineer and/or applicants of any incomplete items.

Data Entry

• Enter bacteriological and chemical compliance data into the DOH, (EHD) database for Limited Use Water Systems.
• Scan, index and batch all documents related to DEP Drinking Water Program, OCULUS website, for public access, including; correspondence, chemical and bacteriological water sample results, monthly operation reports accurately and precisely. 
• Enter compliance data into Environmental Health Database (EHD) for LU Water inspections, fee payments, etc.
• Scan, index and batch all documents related to the Limited Use Program into Application Extender, FDOH Polk’s electronic data base.

Record Maintenance

• Process Public Water System (PWS) reports as submitted and file in appropriate file.
• Assist in maintaining project log files and updating the permit activity tracking system (PA).  Maintain correspondence and plan files.
• Process Limited Use Water (LU) reports as submitted and file in appropriate file.
• Serve as the alternate information custodian of assigned information sets; maintaining the confidentiality of the information in accordance with State, and Federal Statutes, rules, regulations and Department of Health Information Security Policies, Protocols and Procedures, in accordance with Protocol: Security – 3, V. Section 1-3.

Training/DARS Submission and Certifications

• Ensure all mandatory Train training is completed within assigned time.  Provide back-up to trainings as requested by supervisor.  Supervisors and employees will certify accuracy of time recorded on DARS within 7 calendar days of end of pay period.

Performs other duties as required, including performance of additional interpreter duties, consistent with skill level, and as needed.

Required Knowledge, Skills, and Abilities:

• Skill to organize files, records and /or other materials.
• Ability to follow instructions.             
• Ability to communicate effectively.
• Ability to perform basic arithmetical calculations.
• Ability to establish and maintain effective working relationships with others.
• Ability to navigate and input information in data bases.
• Skill in Application Xtender, Oculus, scanning, indexing and batching documents, etc.
• 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:

• Valid Florida Driver’s License or the ability to obtain one within 30 days of employment.
• Secretarial or Clerical work experience 

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.

All Florida Department of Health positions require the incumbent to be able to learn and communicate effectively, orally and in writing, in English. Applicants who do not meet this requirement will not be considered.  

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.

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 clicking here.  All documentation is due by the close of the vacancy announcement.