OPS STAFF ASSISTANT - 64800592

State of Florida; Tallahassee (FL); On-site; USD 36,000 - 48,000; Full time

Job summary

The State of Florida's Department of Health seeks an OPS Staff Assistant to support the Bureau of Procurement and Contract Administration. The role includes handling administrative tasks, maintaining records, coordinating purchasing, travel, budgets, and training logistics, while ensuring confidentiality and compliance with state rules.

Proficiency in MS Office and People First is required. Based in Tallahassee, the position interacts with staff across levels, supports multiple workflows, and

Qualifications

• High School Diploma or GED required.
• 1–3 years of secretarial, office clerical or administrative support experience preferred.
• Knowledge of general office procedures and practices.
• Proficiency in Microsoft Office and People First system a must.
• Ability to maintain confidentiality and adhere to state policies.

Responsibilities

• Provide administrative support to Bureau supervisors and staff.
• Maintain position descriptions and organizational charts with salary details.
• Assist with recruitment activities from advertising to hire date.
• Process and submit personnel packets to the Bureau and Personnel Management.
• Manage the Bureau-wide leave calendar and handle mail distribution.

Skills

General office procedures

Microsoft Office

People First System

Finance and accounting rules

Communication skills

Filing and records management

Independent work

Customer service

Multi-tasking

Office equipment operation

Analytical skills

Education

High School Diploma or GED

Tools

My Florida Marketplace (MFMP)

Asset Management System

People First

Job description

Select how often (in days) to receive an alert:

Select how often (in days) to receive an alert:

The State Personnel System is an E-Verify employer. For more information click on ourE-Verify Website .

Requisition No:883156

Agency: Department of Health

Working Title: OPS STAFF ASSISTANT - 64800592

This position performs professional level administrative work on an independent basis by assisting staff in the Bureau of Procurement and Contract Administration and has the responsibility for assisting the Bureau’s units with various administrative support functions. This position works independently in making decisions and obtaining solutions to problems, issues, and other matters that fall within policies, procedures, rules, and laws relating to administrative areas.

This position encounters all levels of department staff and must establish and maintain professional working relationships. This position requires basic knowledge of a variety of computer software including accessing and updating People First. Work is performed under general guidelines and independent action is required in dealing directly with employees, supervisors, managers, and personnel liaisons. This position meets the criteria for confidentiality as defined in Section 447.203(s), Florida Statutes, by having access to areas of sensitive information, including confidential personnel information.

Bureau administrative tasks include, but are not limited to:

• Assists Bureau supervisors with human resource activities including, but not limited to: maintaining position descriptions, drafting job advertisements, maintaining organizational chart with salary details, assisting with recruitment process from advertisement to hire date (setting up interviews and background checks, conducting reference checks, preparing workstation and new hire paperwork), etc.
• Responsible for compiling and submitting complete and accurate personnel packets to the assigned personnel liaison with the Bureau of Personnel and Human Resource Management.
• Maintains Bureau-wide leave calendar.
• Opens and distributes mail.
• Scans and/or copies documents, as requested.
• Serves the CORRFLOW coordinator for the Bureau.
• Records property in Asset Management System and assists with annual inventory.
• Ensures that all public records requests and subpoenas are handled appropriately.
• Reviews, coordinates, and/or completes special assignments, research, and reports, and composes replies to routine correspondence. Tracks all assignments, assigns tracking number, and monitors staff responses to ensure timely processing.
• Responsible for ordering and managing goods/services needed for the Bureau. Includes creation of purchase requisitions in My Florida Marketplace (MFMP), managing purchase orders, communicating with vendors, making payment via state-issued purchasing card, and processes invoices in MFMP.
• Responsible for coordinating IT tickets for repair of all office equipment, telephones, computers, and building fixtures.
• Assists with the coordination of budget functions for the Bureau, which includes conducting a budget-needs assessment, analyzing prior years' budget expenditures, spending plans and other required documents. Compares FLAIR Departmental Ledgers and Encumbrance Reports with approved requisitions, purchase orders, and purchasing card payments; follows up on exceptions to ensure prompt resolution. Reconcile all purchases and track office expenditures.
• Makes or assists staff in making travel arrangements and completing travel vouchers in accordance with policies and procedures.
• Assist Bureau's training team with the coordination, preparation and/or logistics of trainings as assigned.
• Attend job-related trainings as assigned.
• Performs other related duties as assigned.

Required Knowledge, Skills, and Abilities:

Knowledge of general office procedures and practices

Knowledge of Microsoft Office (Outlook, Excel, Word, PowerPoint, etc.),

Knowledge of People First System

Knowledge of Personnel rules and regulations

Knowledge of Finance and Accounting rules and regulations.

Ability to communicate effectively verbally and in writing, using proper grammar and language skills

Ability to organize and maintain filing systems

Ability to operate office equipment such as a personal computer, multi-line telephone, scanner, printer, etc.

Skill in providing customer service to internal and external customers

Ability to work independently and make routine decisions with minimal direction

Ability to effectively handle multiple priorities and assignments

Strong analytical skills

Qualifications:

Minimum

High School Diploma or GED

1 – 3 Years of secretarial, office clerical or administrative support

Preferred

Knowledge of FLAIR System

Knowledge of MyFloridaMarketPlace/Ariba On Demand System

Knowledge of Asset Management System

Knowledge of State Property and Records Management rules and regulations

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 theHealthiestState 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:

4052 Bald Cypress Way

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

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 on 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.

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.

For assistance, call the People First Service Center at [phone] Monday - Friday, 8:00 a.m. to 6:00 p.m., Eastern time. Pursuant to Florida Law, 110.211 F. S., the State of Florida is an EEO employer.