SENIOR CLERK - 64045839

Florida; Saint Petersburg (FL); On-site; USD 32,000 - 46,000; Full time

Benefits offered by this job

Annual and Sick Leave benefits

Nine paid holidays

State Group Insurance coverage

Job summary

Florida Department of Health in Pinellas County is seeking an organized Administrative Services support professional to handle Purchasing, Maintenance, and Courier Services. The role requires coordinating quotes, reviewing invoices in MFMP, and ensuring timely processing in compliance with state policies.

The incumbent will manage asset inventories, fleet service logs, and purchasing cards while collaborating with the General Services Manager and Maintenance Supervisor.

Qualifications

• 1-3 years of secretarial or clerical work experience.
• 1-3 years of customer service experience in fast paced environment
• Attention to detail in following instructions is essential
• Must possess a valid Florida Driver’s License.

Responsibilities

• Provide support to General Services including Purchasing, Maintenance, and Courier Services.
• Obtain quotes, bids and proposals and coordinate follow ups with vendors.
• Process requisitions and review invoices in MFMP per policy guidelines.
• Monitor vendor invoices and ensure timely processing (5-day follow-ups).
• Maintain County Assets inventory and bi-annual inventory.
• Oversee fleet service and mileage logs; ensure monthly submission.
• Coordinate reservation of General Services fleet vehicles and maintain schedules.
• Manage Wright Express (WEX) Fleet cards and PIN requests.
• Operate Purchasing Card with proper authorization and documentation.
• Serve as back-up courier for Pinellas County Health Department.

Skills

General office procedures

Grammar usage

Basic arithmetic

Prepare reports

Plan and coordinate work

Develop office procedures

Follow instructions

Data accuracy checks

Communicate effectively

Team collaboration

Lifting 50 pounds

Tools

MFMP (My Florida Market Place)

Job description

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

The incumbent is part of a global public health organization and is expected to support the Florida Department of Health in Pinellas 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 assigned to the Administrative Services Division, General Services Section under the supervision of the Purchasing Supervisor. The incumbent is responsible for providing support to General Services including Purchasing, Maintenance, and Courier Services. This position requires ability to use independent judgment in setting priorities, coordinating work with others and handling multiple responsibilities.

The incumbent in this position will work closely with General Services Manager and Maintenance Supervisor obtaining quotes, bids and proposals for different projects coordinating follow ups with vendors timely to ensure work is performed. After quotes are received will review and process requisitions submitted to the Purchasing Department through My Florida Market Place (MFMP) in accordance with Florida Department of Health (FDOH), Florida Department of Management and Services (DMS) and Department of Financial Services (DFS) polices and guidelines.

Monitor CHD52 Purchasing email box for incoming vendor invoices and moves each to email task list with a 5-day timeframe of completion. Follows up and sends communication requesting confirmation of receipt and/or completion of expectations from the maintenance staff as necessary.

Review, validate and process all valid invoices received via mail or electronically using the appropriate financial codes and resolves problems that may occur when getting invoice is processed. Works in conjunction with team to contact vendor for additional information required to process invoice that may include timesheets, reporting and other deliverables within the statutorily required timeframes.

Assists General Services in the maintenance of County Assets inventory and performs bi-annual inventory of such. Establishes communication will all departments to track the movement and disposal of inventory.

Performs fleet duties overseeing and monitoring the service and mileage logs of DOH-Pinellas state vehicle fleet sending a reminder email every 27th day of the month to all fleet users asking for state vehicle logs to be submitted on the 1st day of every month. Follow up with each non-compliant user escalating request when appropriate. Compiles and reviews log before submitting to Manager no later than the 3rd of the month.

Receives requests and coordinates the reservation of General Services fleet vehicles to staff documenting reservation schedule on Purchasing vehicle reservation calendar ensuring all parties involved are informed. As an authorized user will make sure routine maintenance and cleaning is performed periodically inspecting vehicle for cleanliness.

Provides information and receives requests for Wright Express (WEX) Fleet cards, to include requesting the completion of mandatory training and sending in request to obtain fleet fuel card PIN.

As a Purchasing Card holder ensures proper authorization is obtained before making purchases from authorized vendors in compliance with Purchasing guidelines and policies. Will ensure receipts are signed and dated and the documentation is adequate to support the purchases as specified in IOP 56-44-XX Purchasing Card Guidelines no more than 2 business days after purchase is completed or added to Works.

Serve as a back-up courier for Pinellas County Health Department. Delivers inter office correspondence, packages, insert mail into the correct division mailboxes, delivers medical records, vaccines and medications and other items as necessary to FDOH locations within the county and other medical facilities as needed.

Performs other related duties as required.

Required Knowledge, Skills, and Abilities:

• 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.
• Ability to lift at least 50 pounds. When items are more than 50 pounds staff will take necessary measures to lift properly and ask assistance

Qualifications

Minimum

• 1-3 years of secretarial or clerical work experience.
• 1-3 years of customer service experience in fast paced environment
• Experience where attention to detail in following instructions is essential
• Must possess a valid Florida Driver’s License.

Preferred

• Are you currently a Department of Health Contract Manager or Florida Certified Contract Manager (FCCM) or Florida Certified Contract Negotiator (FCCN)?
• Do you have at least 1 year computer experience?

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:

Innovation: We search for creative solutions and manage resources wisely.

Collaboration: We use teamwork to achieve common goals & solve problems.

Accountability: We perform with integrity & respect.

Responsiveness: We achieve our mission by serving our customers & engaging our partners.

Excellence: We promote quality outcomes through learning & continuous performance improvement.

Where You Will Work:

Florida Department of Health in Pinellas County
205 Dr. Martin Luther King Jr St N. St. Petersburg, FL 33701

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 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