MANAGEMENT ANALYST II - SES - 50000002

State of Florida

1d•Onsite

About The Position

This Management Analyst II position is assigned to the Largo, Headquarters Office of the Florida Department of Veteran’s Affairs (FDVA). The primary responsibility of the incumbent in this position is to perform supervisory oversight and direct performance of administrative, operational and agency duties as directed by the Chief of Staff, Executive and Deputy Executive Director. Position supervises and evaluates department Administrative Assistant II and Agency initiative part-time (OPS) staff. Incumbent maintains good working relationships with key State, County, City, and Service entities and regulatory agencies in federal and state government whose programs impact Florida Veterans and their families. Conducts liaison with Veteran Service Organizations, veteran committees and councils to support veteran initiatives and issues. Performs operational support activities on a timely basis, as assigned by the Executive Director, Deputy Executive Director, or Chief of Staff. Assists and represents the department in activities to promote our mission and goals including statistical analysis, policy and procedure development, budget management. Provides limited information and routes incoming calls and in-house callers or customers to the appropriate office or person for assistance in the absence of the Administrative Assistant. Supervises the maintenance of visitors and vendor logs as appropriate. Researches, interprets and applies governmental and program regulation; and answers programmatic and operational inquiries submitted by staff, management, citizens, and municipalities. Performs analysis including policy monitoring and prepares recommendations for proposed changes, regulatory compliance and reporting for joint initiative programs. Develops and presents recommendations; and drafts weekly and quarterly reports, memorandums and Agency correspondence. Assist Administrative Assistant in triaging and analyzing tasks, actions, correspondence and messages and disseminating them to appropriate staff members in a timely fashion. Answers routine correspondence as coordinated with the Chief of Staff. Manages Board of Directors meeting notes in conjunction with the Administrative Assistant. Participates in the planning, preparation, implementation, and administration of department or division/department budgets; develops operational plan projections by coordinating logistics for award certificates and ceremonies and veteran related initiatives. Prepares weekly reports, forms and other documents, ensuring they are accurate and timely. Supervises the administration of travel arrangements, accommodations and reconciles travel reimbursements. Manages the procurement and distribution of supplies, furnishings, and outreach promotional items for designated headquarters departments and Agency joint initiatives. Reviews and evaluates requests to ensure compliance with established guidelines and responds to general requests from stakeholders for internal data to the department as well as externally. Develops and utilizes spreadsheets, databases, and other computer applications required to carry out assigned studies, projects, and reports. Supports special projects and initiatives as an action office for the EDSS function: Also serves as the secondary document and media archive custodian/coordinator for the EDSS function. Provides on-site administrative and logistical support to Agency and Cabinet sanctioned outreach events. Researches, suggests and orders cost effective items for veteran events, to include Governor’s Challenge Initiatives, Florida TaxWatch Productivity Awards and Agency’s future initiatives. Coordinates Employee Recognition Ceremonies and internal events as directed by the Chief of Staff. Provides design support, editing, and feedback to the Benefits Guide, Agency’s annual report, folders and newsletters. Performs other related duties as required. Performs other related duties as required including administrative tasks, travel accommodations and manages associated travel documents as appropriate. This position is in the Select Exempt Service system.

Requirements

At least five (5) years of experience in administration and advocacy at state level, especially if acting as a liaison between department heads, staff, senior management and State Representatives.
At least four (4) years of experience in administration, management, office technology, history, journalism, public relations, communications or a field related to business. (A bachelor’s degree or above from an accredited college or university in administration, management, office technology, history, journalism, public relations, communications or a field related to business may substitute for the required experience.)
Strong organizational analytical, organizational and planning skills with focus on project and operations management, or similar leadership role.
Willingness and ability to lift up to 40 pounds.
Proficiency in procurement processes, office support and clerical functions.
Excellent oral and written communication and interpersonal relation skills.
Proficiency in Microsoft Office Suite: Word, Excel, and Outlook.
Proficiency in technology and cloud-based systems for reporting and analysis.
Experience with business administrator functions such as overseeing daily operations, strategic goals and efficiency, financial data (Agency outreach) and staff performance including hiring, training, and managing subordinates while facilitating team development.
Experience performing office support and clerical functions; giving and writing presentations.
Experience with Record Management, file maintenance including document uploads.
This position maintains Agency Policies.
Willingness and ability to travel on a periodic basis (1-25 percent).
Successful completion of the due diligence process, to include but not limited to, a Level II background check.

Nice To Haves

At least seven (7) years of experience in government advocacy at state level.
Knowledge of state government operations and principles.
Experience in state government purchasing.
Experience in creative design.
Experience working with suicide prevention and related community mental health initiatives preferred.
Member of the Armed Forces of the United States, having separated from such service under honorable conditions.

Responsibilities

Perform supervisory oversight and direct performance of administrative, operational and agency duties.
Supervise and evaluate department Administrative Assistant II and Agency initiative part-time (OPS) staff.
Maintain good working relationships with key State, County, City, and Service entities and regulatory agencies.
Conduct liaison with Veteran Service Organizations, veteran committees and councils.
Perform operational support activities.
Assist and represent the department in activities to promote mission and goals.
Provide limited information and route incoming calls and in-house callers or customers to the appropriate office or person for assistance in the absence of the Administrative Assistant.
Supervise the maintenance of visitors and vendor logs.
Research, interpret and apply governmental and program regulation.
Answer programmatic and operational inquiries.
Perform analysis including policy monitoring and prepare recommendations for proposed changes.
Develop and present recommendations.
Draft weekly and quarterly reports, memorandums and Agency correspondence.
Assist Administrative Assistant in triaging and analyzing tasks, actions, correspondence and messages and disseminating them to appropriate staff members.
Answer routine correspondence.
Manage Board of Directors meeting notes.
Participate in the planning, preparation, implementation, and administration of department or division/department budgets.
Develop operational plan projections.
Prepare weekly reports, forms and other documents.
Supervise the administration of travel arrangements, accommodations and reconcile travel reimbursements.
Manage the procurement and distribution of supplies, furnishings, and outreach promotional items.
Review and evaluate requests to ensure compliance with established guidelines.
Respond to general requests from stakeholders for internal data.
Develop and utilize spreadsheets, databases, and other computer applications.
Support special projects and initiatives as an action office for the EDSS function.
Serve as the secondary document and media archive custodian/coordinator for the EDSS function.
Provide on-site administrative and logistical support to Agency and Cabinet sanctioned outreach events.
Research, suggest and order cost effective items for veteran events.
Coordinate Employee Recognition Ceremonies and internal events.
Provide design support, editing, and feedback to the Benefits Guide, Agency’s annual report, folders and newsletters.
Perform other related duties as required including administrative tasks, travel accommodations and manage associated travel documents.

Benefits

Excellent retirement package
Optional deferred compensation plan
Deferred Retirement Option Plan (DROP)
Health insurance
Vision insurance
Dental insurance
Disability insurance
Other supplemental insurance available at reasonable premium rates
Paid vacation
Sick leave
Nine (9) paid holidays
Personal day
Tuition waiver available for State Universities and Community Colleges (up to 6 credits per semester)