Operations Analyst II - 37010147

Operations Analyst II

This position is located in Fort Myers, FL. The Florida Department of Environmental Protection (DEP) protects, conserves and manages the state's natural resources and enforces its environmental laws. This is a highly independent position responsible for a wide range of complex administrative duties within the South District's Business Planning Administrative (BPA) team. This position provides full-performance-level administrative support for both the South District's Permitting Program and the Compliance Assistance Program (CAP). The incumbent conducts organizational studies and evaluations of office procedures, offers technical assistance, and develops strategies to improve operational efficiency. They are expected to apply principles of Continuous Improvement to reduce waste, enhance processes, and deliver value-added services to all customers.

Permitting Program Support:

• Provides administrative support for complex actions of the regulatory permitting programs.
• Coordinates with permitting supervisors and assigns workload to permit processors.
• Provides weekly reports to the supervisors and the permit processors as requested.
• Analyzes workload data to identify issues and recommends improvements to the supervisors.
• Processes incoming applications and correspondence.
• Organizes and uploads applications and documents into e-folders and databases and maintains electronic files.
• Sends applications to commenting agencies and maintains mailing lists.
• Prepares outgoing correspondence.
• Conducts database research and performs accurate updates.
• Assists customers by providing status updates and responding to information requests.
• Coordinates permitting activities with Permitting Management staff, the BPA Operations & Management Consultant (O&MC) Manager, and other BPA team members to ensure efficient workflow.

Compliance Assistance Program (CAP) Support:

• Provides administrative support for multifaceted actions of the regulatory CAP compliance programs.
• Maintains a working knowledge of CAP functions and databases.
• Receives complaints, conducts research, and updates the complaint tracker.
• Monitors compliance inboxes, updates databases, uploads documents, and routes information to CAP staff.
• Coordinates the review of compliance activities, Monthly Operating Reports (MORs), and Discharge Monitoring Reports (DMRs).
• Maintains log of open enforcement cases, tracks payments due and reviews the Legal Case Tracking (LCT) system.
• Updates inspection and enforcement tracking databases, prepares monthly performance reports, and trains staff on database usage.
• Finalizes enforcement documents for issuance and upload, and updates databases.
• Assists customers, provides complaint and enforcement status updates, and coordinates with CAP Management, the BPA O&MC Manager, and other BPA team members to promote streamlined operations.

Business Planning Support:

• Works closely and cooperatively with the BPA O&MC Manager, District management, and other BPA team members to ensure the BPA team provides administrative services to allow the South District to operate smoothly and efficiently.
• Coordinates with Communications and the District's Public Information Officer to fulfill public records requests.
• Provides feedback on customer service, process improvements, and organizational efficiency.
• Maintains proficiency in programmatic changes and BPA processes, implements total quality management (i.e. continuous improvement) and LEAN methodology, and conducts outreach with the regulated community to clarify procedures and promote the use of DEP's web-based services.
• Assists with Cash Receiving Application (CRA) responsibilities by receiving, logging, safeguarding, and depositing checks, linking funds to appropriate accounts, and processing fee requests and check returns in accordance with revenue policies.
• Assists with purchasing and procurement for South District staff. Researches product and vendor information and prepares invoices for payment using the My Florida Market Place (MFMP) eProcurement system. Works directly with vendors to resolve purchasing issues and maintains professional relationships with all vendors.
• Maintains a working knowledge and current understanding of all policies, procedures, and approval requirements relating to purchasing goods and services.
• Assists with fleet management for the South District. Performs monthly vehicle inspections using standardized forms and checklists. These inspections include checking oil and transmission fluid levels, measuring tire tread depth, recording tire manufacturing dates, and checking tire air pressure. Ensures all vehicles are properly equipped and safe for transportation. Coordinates the maintenance and repair activities, including scheduling service appointments, transporting vehicles to and from repair facilities, and working directly with vendors to address repairs, preventive maintenance, recalls, and tire replacements.

Working hours: (A) Daily from Monday to Friday - 8:00 a.m. to 5:00 p.m. (B) Total hours in workweek 40. This position is not eligible for teleworking.

Required Knowledge, Skills, and Abilities:

• Knowledge of the terminology, principles and analytical techniques of administration and business management.
• Ability to understand and apply applicable regulations, policies and procedures relating to office and business programs.
• Ability to orderly compile and analyze data for use.
• Ability to plan, organize, coordinate and ensure proper completion of work assignments in accordance with established procedures and guidance.
• Ability to troubleshoot, offer solution-oriented recommendations and solve problems regarding process improvements within established parameters.
• Skilled in the use of Microsoft Office suite programs (Outlook, Word, Excel, OneNote, OneDrive, and PowerPoint) to complete assignments, communicate with coworkers and produce work products that meet customer expectations.
• Ability to accurately prepare written correspondence using standardized business formats, correct spelling, proper punctuation and grammar usage.
• Ability to organize and accurately process e-file records, update databases and other tracking instruments.
• Ability to manage time and produce work products that meet or exceed expectations.
• Ability to multi-task and respond appropriately to varying priorities and task complexities.
• Ability to establish and maintain effective working relationships with others.
• Ability to work independently or in a team setting in an efficient and effective manner.
• Ability to effectively communicate verbally and in writing.
• Ability to interact professionally with the public and others in a courteous, productive and tactful manner.
• Ability to lift items weighing up to 20 pounds.

Minimum Qualifications:

• At least 2 years of verifiable related experience in administrative/fleet/permitting or other professional related experience. Post-secondary degrees from an accredited college or university with a major in communications, public administration, or a natural or physical science 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.
• Valid Driver License
• Travel is required, including overnight

Position of Special Trust Requirement: This position is designated as a Position of Special Trust in accordance with DEP Directive 422 Positions of Special Trust or Responsibility. Successful completion of background screening will be required for this position.

Preferred Qualifications:

• Knowledge of the Department's Permitting and CAP database systems and processes.
• Knowledge of writing/reviewing/enforcing standard operating procedures.
• Knowledge of Continuous Process Improvement and LEAN methodology.
• Knowledge of Oculus and Oracle systems.

Pay: $3,714.85 Mo. / $44,578.20 Yr.

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. 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: South District - The South District Office is located in Fort Myers. Fort Myers is popular for its great beaches that line the Gulf Coast, shopping and fishing. Attractions include the historic Henry Ford and Thomas Edison estates, downtown Fort Myers, with its many restaurants and nightlife, as well as nearby Naples and the islands of Captiva and Sanibel. It is a sports enthusiast haven as the Spring Training home of the Boston Red Sox and Minnesota Twins. The South District covers 8 counties (Lee, Collier, Charlotte, DeSoto, Sarasota, Hendry, Glades and Highlands).

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