BUSINESS CONSULTANT I - 64026681

State of Florida • Tallahassee, FL

2d • Onsite

About The Position

This position primarily independently performs professional administrative work for the Bureau of Radiation Control administrative section making decisions and framing solutions to complex problems and issues; collects, audits, and deposits fees, develops and maintains correspondence and document-tracking systems; coordinates programmatic issues and assignments with other areas within the Bureau of Radiation Control.

Coordinates assignments and responses for the bureau’s email In-box. Develops and maintains a tracking system to ensure replies and actions are within established timeframes.

Coordinates all public records requests by gathering information from Bureau sections and responding to requests through the Records Management Liaison in the General Counsel’s office; maintaining a record of each request. Responsible for bureau’s records management system. Recommends changes as needed.

Coordinates all records disposal requests and new record series requests or changes. Provides guidance and training to section staff in determining records disposal requirements. Develops a system to ensure records (paper and electronic format) are properly disposed once retention has been met. Peer reviews scanned administrative files for the bureau chief’s office and provides training to staff to ensure scanned documents meet standards.

Gathers fees received and processed by Bureau sections, prepares deposit records and makes daily deposits. Reconciles electronic deposits for the Radiation Machine Section and submit reconciliation reports to Revenue Management. Maintains revenue deposit records and submits check deposit information to revenue management. Using the Financial Information System (FIS) prepares a weekly report for the Radioactive Materials Section and the Radiation Machine Section for their review to determine if any journal transfers have been made or Debit Memos and supporting documentation has been received.

Maintains a working knowledge of the MyFloridaMarketPlace (MFMP) system. Coordinates with purchasing and fiscal staff to ensure purchase requisitions are prepared, purchase orders are received and invoices are paid. Reviews invoices for accuracy and completeness and submits for payment. Contact vendors when shipments are not received. Inspect deliveries, verifies acceptability, tracks paperwork requiring signature. Maintains suspense file on all orders until receipt.

Serves as inventory delegate and coordinates statewide annual physical inventory. Maintains the tracking database to ensure all property is accounted for and all property moves and dispositions are processed timely and correctly. Develops and maintains a spreadsheet of all property items by section and area, including non-tagged IT equipment.

Directs general services functions such as repairs, facility changes, phone installations, deactivations, etc. Ensures continuity of work during supervisor’s absence and independently manages office routine to prioritize and provide flexible clerical support. Serves as bureau’s Everbridge, HIPAA, safety, and COOP group manager. Prepares and submits bureau chief’s weekly reports; serves as backup to the section’s administrative assistant in preparing delegation of authority letters.

Other related duties as assigned.

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. Must have a valid Driver’s License.

Must have a valid Florida Driver’s License. The incumbent in this position may be required to use vehicles owned, leased, or operated by the state or county to conduct official state business. State or county vehicles shall be used only for officially authorized duties and not for personal use, unless a specific exception applies under Florida law (F.S. § 287.17).

Requirements

• Knowledge of operations and administrative practices.
• Knowledge of Microsoft Office.
• Knowledge of basic math principles.
• Knowledge of records management principles.
• Knowledge of Florida Statute 119, and rules of public records.
• Knowledge of proper use of grammar and punctuation.
• Ability to communicate effectively verbally and in writing.
• Ability to prioritize, plan, and organize work assignments.
• Willing to work before, during, and/or beyond normal work hours or days in the event of an emergency.
• Willing to work in a special needs or Red Cross shelter, 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.
• Must have current authorization to work in the United States without employer sponsorship.
• Must have a valid Florida Driver’s License.
• Must be able to learn and communicate effectively, orally and in writing, in English.

Nice To Haves

• Willing to physically come in the office to perform the duties & responsibilities of the positions.

Responsibilities

• Performs professional administrative work for the Bureau of Radiation Control administrative section.
• Makes decisions and frames solutions to complex problems and issues.
• Collects, audits, and deposits fees.
• Develops and maintains correspondence and document-tracking systems.
• Coordinates programmatic issues and assignments with other areas within the Bureau of Radiation Control.
• Coordinates assignments and responses for the bureau’s email In-box.
• Develops and maintains a tracking system to ensure replies and actions are within established timeframes.
• Coordinates all public records requests by gathering information from Bureau sections and responding to requests through the Records Management Liaison in the General Counsel’s office; maintaining a record of each request.
• Responsible for bureau’s records management system.
• Recommends changes to the records management system as needed.
• Coordinates all records disposal requests and new record series requests or changes.
• Provides guidance and training to section staff in determining records disposal requirements.
• Develops a system to ensure records (paper and electronic format) are properly disposed once retention has been met.
• Peer reviews scanned administrative files for the bureau chief’s office and provides training to staff to ensure scanned documents meet standards.
• Gathers fees received and processed by Bureau sections, prepares deposit records and makes daily deposits.
• Reconciles electronic deposits for the Radiation Machine Section and submit reconciliation reports to Revenue Management.
• Maintains revenue deposit records and submits check deposit information to revenue management.
• Using the Financial Information System (FIS) prepares a weekly report for the Radioactive Materials Section and the Radiation Machine Section for their review to determine if any journal transfers have been made or Debit Memos and supporting documentation has been received.
• Maintains a working knowledge of the MyFloridaMarketPlace (MFMP) system.
• Coordinates with purchasing and fiscal staff to ensure purchase requisitions are prepared, purchase orders are received and invoices are paid.
• Reviews invoices for accuracy and completeness and submits for payment.
• Contact vendors when shipments are not received.
• Inspect deliveries, verifies acceptability, tracks paperwork requiring signature.
• Maintains suspense file on all orders until receipt.
• Serves as inventory delegate and coordinates statewide annual physical inventory.
• Maintains the tracking database to ensure all property is accounted for and all property moves and dispositions are processed timely and correctly.
• Develops and maintains a spreadsheet of all property items by section and area, including non-tagged IT equipment.
• Directs general services functions such as repairs, facility changes, phone installations, deactivations, etc.
• Ensures continuity of work during supervisor’s absence and independently manages office routine to prioritize and provide flexible clerical support.
• Serves as bureau’s Everbridge, HIPAA, safety, and COOP group manager.
• Prepares and submits bureau chief’s weekly reports.
• Serves as backup to the section’s administrative assistant in preparing delegation of authority letters.
• May be required to work before, during and/or beyond normal work hours or days in the event of an emergency.
• Emergency duty may include 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.
• Must have a valid Driver’s License.
• May be required to use vehicles owned, leased, or operated by the state or county to conduct official state business.

Benefits

• 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
• Flexible Spending Accounts
• Tuition waivers

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed