GOVERNMENT OPERATIONS CONSULTANT III-SES - 64026038

State of Florida • TALLAHASSEE, FL

2d • $48,140 - $52,955 • Onsite

About The Position

This is a highly professional position reporting directly to the Bureau Chief in the Bureau of WIC Program Services with coordination of assignments and responsibilities which impact the bureau as a whole. The incumbent will have access to confidential information in personnel records and is expected to perform highly responsible administrative work in managing the bureau's human resource needs and activities. The incumbent reviews management practices and identifies and recommends changes to management to increase productivity and performance in the bureau. This position requires the incumbent to work independently without close supervision in making decisions and obtaining solutions to routine problems, issues and other matters within established office policies, procedures, guidelines, rules relating to correspondence, personnel, purchasing and document tracking/control and coordination. This position will serve as the bureau's personnel liaison and oversees administrative functions in the Chief's Office including the supervision of two staff. This position is 100% supported by the federal Special Supplemental Nutrition Program for Women, Infants, and Children (WIC) grant.

Requirements

• Knowledge of administrative and clerical procedures and systems; standard business formats and style for letters and business forms; methods of data collection and analysis; correct spelling, grammar and punctuation; principles and techniques of effective communication; and basic WIC program policies and procedures.
• Skill in the use of microcomputers and standard software programs; and communicating technical information at appropriate levels to different audiences.
• Ability to perform basic arithmetical calculations; prepare correspondence and administrative reports; review data for accuracy and completeness; organize files; operate general office equipment; handle telephone calls courteously and effectively; understand and apply rules, policies and procedures; think critically; compile, organize, analyze and evaluate data into a logical format; analyze processes, identify problems, assess potential solutions, implement corrective actions and evaluate the results to ensure program effectiveness and efficiency; utilize problem solving techniques; guide and direct staff; plan, organize, prioritize and coordinate work assignments to ensure timely completion of quality, accurate work products; provide technical assistance; communicate effectively verbally and in writing; establish and maintain effective working relationships with others; and work independently.
• Must be willing to physically come in the office to perform the duties & responsibilities of the position.
• All Florida Department of Health positions require the incumbent to be able to learn and communicate effectively, orally and in writing, in English.
• 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.

Responsibilities

• Supervision of staff including hiring and selection, planning and directing their work, approving leave, conducting performance appraisals, and taking disciplinary action or effectively recommending such actions.
• Serves as the bureau's personnel liaison and oversees administrative functions in the Chief's Office including the supervision of two staff.
• Coordinates with division and agency human resource staff to ensure all WIC bureau personnel actions and requests are accurately and appropriately prepared and processed.
• Manages hiring and recruitment activities using People First System and agency systems.
• Prepares personnel packages and maintains bureau’s personnel paperwork in a confidential and secure manner and in compliance with the department’s requirements.
• Reviews job applications, interviews applicants and orients new employees.
• Maintains organizational charts, current position descriptions, performance appraisals, separation of employees and classification actions.
• Manages in-depth reviews of the bureau's personnel practices to determine current management procedures and develops alternative management strategies.
• Analyzes periodically the organizational structure of the bureau to assure maximum personnel effectiveness, and efficiency and to improve communications and strategies.
• Responsible for all scheduling of direct report meetings, appointments, and travel arrangements for the bureau chief and coordinates same for other bureau staff as assigned.
• Schedules and drafts agenda for bureau staff meetings, and for biweekly direct reports meetings.
• Trains staff in travel procedures, and coordinates and delegates assignments for travel processing.
• Researches, plans and coordinates administrative logistics for regional and statewide WIC meetings, including meeting facility, hotel, audiovisual and speaker arrangements.
• Manages bureau’s purchasing and procurement for all items other than printed materials.
• Researches and makes recommendations to management for the procurement of Information Technology (IT) equipment, software and services, office equipment, office furnishings and office remodeling as well as contracted services and programs such as WIChealth.org on-line nutrition education service.
• Coordinates purchases using correct systems and processes, including My Florida Market Place (MFMP), state term contracts, purchasing card, purchase orders, contracts or contract services.
• Serves as contract manager for purchases that cannot be handled by purchase order.
• Consults with appropriate officials in purchasing office, MFMP and state travel system.
• Trains new staff in purchasing procedures.
• Reviews, analyzes, researches and documents bureau procurement activities to ensure compliance with federal and state purchasing requirements.
• Provides consultation and expert advice to bureau management on administrative issues, including Department of Management Services (DMS) and Department of Financial Services (DFS) policies and procedures which impact Bureau.
• Provides supervisors, fellow workers and subordinates with technical assistance/training on administrative policies/procedures.
• Maintains expertise in administration-related departmental systems.
• Analyzes administrative processes to identify improvements.
• Recommends appropriate actions to resolve administrative issues and problems.
• Prepares correspondence for the bureau chief, coordinates and integrates responses to assignments from all sections of the bureau and prepares a coordinated response for the signature of the bureau chief within required time frames.
• Coordinates, reviews, evaluates and disseminates correspondence, assignments, reports and other documents produced by the bureau using independent judgment to ensure that relevant policy issues are addressed, that policy and procedures are followed, that items are responsive to the issues under consideration, and that content and quality are appropriate.
• Reviews the bureau’s outgoing correspondence for accuracy, appropriateness, and compliance with departmental policies and guidelines.
• Supervises the processing of incoming invoices/correspondence/email/electronic fax assignments.
• Manages bureau correspondence with local County Health Department WIC agencies and with the U.S. Department of Agriculture’s Southeast Region Office of Food and Nutrition Administration.
• Manages Web Page Feedback assignments including investigating issues, preparing appropriate responses and coordinating with appropriate staff for information and responses.
• Monitors assignment status for timely completion.
• Coordinates with staff on issues requiring further work or investigation.
• Trains and provides guidance to staff on correspondence, mandated reports, and guidelines.
• Directs, provides training, and monitors the implementation of strategies in management practices and performance.
• Organizes and coordinates the administrative functions of the bureau including directing special projects and activities.
• Advises the bureau chief of problem areas and pending assignments and recommends and coordinates proposed solutions.
• Manages the bureau’s retention and disposal of records, property and equipment in accordance with federal and state requirements.
• As bureau property delegate, develops and implements WIC-specific property tracking system and uses the Asset Management System (AMS) to maintain accurate and complete records of the bureau’s property.
• Determines what equipment and other property are obsolete, and coordinates disposal of obsolete items following department’s approved surplus procedures.
• Establishes priorities for office staff to meet specified time frames.
• Independently plans workload, workflow, and establishes deadlines to ensure maximum use of time and resources.
• Directs the operation of the bureau’s central telephone system ensuring business hours coverage, instructing staff on use of the system and on bureau procedures for managing calls.
• Monitors telephone system operators to ensure the provision of appropriate and accurate information as well as good customer service techniques.
• In coordination with other bureau supervisory staff, establishes schedules for telephone coverage.
• As Bureau Continuity of Operations Planning (COOP) liaison, coordinates with Division COOP liaison to prepare all required COOP documents and plans.
• Communicates current COOP information and emergency requirements to bureau staff.
• Performs other related duties and responsibilities as required.

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: Manager
• Education Level: No Education Listed