Position Overview and 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.
The Incumbent is expected to exhibit that they are active team members, focused on the success of the team and program by their positive actions. These actions include the ability to communicate respectfully, openly and honestly with superiors, peers and others, actively listening to new ideas of others, understanding and valuing diversity in the workplace, maintaining a professional attitude when receiving assignments, remaining calm and reasonable in tense situations, delivering negative feedback to others in a constructive and private manner, shifting focus based upon the priorities of the organization without negatively impacting the organization’s mission, accepting constructive feedback, and contributing and listening during meetings, trainings and other group discussions. Every effort must be made to adjust to varying situations and work requests in a positive manner.
Duties are:
- Reviews and consults on the implementation of paper and electronic records in accordance with procedures established by the Department of State, the Department of Environmental Protection, and the Central District. Proper management includes filing and ensuring that documents are not retained past the retention time, unless there is a documented business need to retain them. Consults on any updates to internal procedures.
- Reviews and coordinates the DMRs and updates the DMR Review SharePoint Site as assigned and alerts the appropriate manager/staff when non‑compliance thresholds are met.
- Consults on procedures to ensure work meets internal and external dashboards and key performance indicators.
- Consults with Central District Management on public records requests; ensures responses are provided timely, thoroughly, and accurately to public records and information requests.
- Reviews, consults on and implements the processing of the entry of data from CAP and Permitting/Waste Cleanup related reports to include drinking water, wastewater, groundwater, air, asbestos, and others as appropriate. Updates internal and external tracking as necessary.
- Consults with Central District staff on the updating of permitting data in WAFR and WAFR PA as appropriate to ensure it accurately reflects the required parameters as new facility permits are issued and/or modified. Promotes electronic data submission through support of EzDMR including updates, corrections, and generation of new templates.
- Coordinates with Central District staff on the entry of data into the various Departmental databases, as requested. Databases can include but are not limited to Oculus, Oracle, Asbestos, Air Resources Management, Potable Water Systems, and others.
- Consults with staff on questions and answers from the general public regarding routine environmental issues and maintains a directory of affiliated agencies and entities so that the public may be referred to the proper authority.
- Coordinates the answering and routing of all incoming telephone calls to maintain efficiency of calls being assigned by the appropriate section or individual from the central switchboard.
- Coordinates the taking and relaying of messages for personnel when they are unavailable.
- Oversees and coordinates the greeting of, announcing of, and directing of all visitors to the appropriate areas and the issuing of visitor identification badges.
- Implements and coordinates the scanning of incoming paper mail, and properly routes both electronic and paper copies and logs/filings as appropriate. Coordinates the utilization of Cherwell for mail centralization.
- Coordinates the receipt and opening of incoming paper mail, stamping with the date and distributing to the appropriate sections or Data Entry Section.
- Coordinates the receipt of electronic mail, ensuring appropriate routing and filing in the proper electronic filing system.
- Completes purchasing and various financial‑related and travel tasks as assigned.
- Oversees and maintains the reception area and ensures workspace is neat and orderly.
- Performs other work as assigned by the Supervisor.
Required Knowledge, Skills, and Abilities:
- Knowledge and proficiency in Microsoft Office applications and general knowledge of PC operation and maintenance.
- Knowledge and ability to enter and retrieve data from various Departmental databases.
- Ability to understand and apply applicable rules, regulations, policies, and procedures; as well as having a general knowledge of the Department’s permitting, compliance, and business policies and procedures.
- Ability to plan, organize, coordinate work assignments, organize work files, interpret, and evaluate technical information, and compile reports as necessary.
- Ability to work, establish, and maintain effective relationships with co‑workers and other State agencies.
- Knowledge of proper telephone etiquette, procedures, and operation, as well as interpreting customer needs for routing calls as appropriate; including the prompt response to all phone calls (or emails) or other requests from the public.
- Knowledge of Florida Public Records Management including storage, retrieval, and public records requests.
- Knowledge of accurate use of English grammar, punctuation, spelling, and provision of accurate proofreading.
- Ability to work both independently and in a team environment, sometimes with shared responsibilities.
- Ability to communicate effectively both orally and in writing professionally with internal and external customers and make exceptional customer service a priority.
- Ability to follow directions and meet designated Level of Service protocols and timeframes.
- Ability to file accurately and retrieve file information.
- Ability to keep supervisor informed of all relevant events, including but not limited to changes in work schedule, progress on assigned work tasks, and relevant contacts from the general public.
- Ability to avoid personal use of department resources such as vehicles, computers, e‑mail, and phones.
- Ability to dress and act professionally at all times when representing DEP, whether inside or outside the office environment.
Minimum Qualifications:
- At least 2 years of verifiable related experience.
- Post‑secondary degrees from an accredited college or university may be used as an alternative for the required years of experience on a year‑for‑year basis. A credential evaluation report from an approved agency must be submitted along with all foreign degrees.
- Travel.
- Valid Driver’s License.
- The incumbent must successfully complete a background and fingerprint check in accordance with Florida Statutes and DEP Directive 422.
- Position of Special Trust Requirement: This position is designated as a Position of Special Trust in accordance with DEP Directive 422. Successful completion of background screening will be required.
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 advance Florida’s position as a world leader in protecting natural resources while growing the state’s economy. DEP encourages its leaders to constantly innovate and seek efficiencies.
Where You Will Work: The Central District encompasses over 9,000 square miles and is home to North America’s most diverse estuary, the Indian River Lagoon, as well as five first‑magnitude springs and 11 Outstanding Florida Waterways. The district also includes numerous tourism destinations, aquatic preserves, and state parks.
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 includes annual and sick leave, nine paid holidays and one personal holiday each year, State Group Insurance coverage options, retirement plan options with employer contributions, tuition waivers, and more.
Special Notes: DEP is committed to successfully recruiting and onboarding talented and skilled individuals into its workforce. Veterans and individuals with disabilities are encouraged to contact the recruiter for guidance and answers to questions.
