OFFICE OPERATIONS MANAGER I - SES - 72000402

State of Florida

1d • Onsite

About The Position

This position reports directly to the Chief of Public Safety and is responsible for the various complex duties associated with professional and administrative support for the various programs in the Bureau of Public Safety. Specific duties include, but are not limited to, the following:

Directly supervise staff who provide financial, operational, and program support for the Bureau of Public Safety.

Effectively supervise the performance of direct reports to ensure division/agency performance goals are met or exceeded and comply with the Department’s employment policies, procedures, statutes, and rules.

Supervision - assign balanced workloads; ensure the quality of work and that deadlines are met; monitor productivity, attendance, and professionalism in the workplace.
Leadership - set challenging goals; delegate and coordinate efforts to promote innovation in achieving goals; set the example for subordinates; initiate change effectively and adapt to necessary changes in operations; foster a healthy and positive work environment.
Training - identify performance gaps and coordinate with the agency trainer to ensure training needs are met.
Performance - effectively evaluate subordinates; encourage and initiate regular discussion of performance with subordinates; take appropriate and timely action with marginal or failing performers; recognize and reward good performance; prioritize employee growth and development.
Discipline - use progressive and corrective actions to address performance/behavioral issues.

Manage routine operational functions and assist in conducting daily administrative activities for the Bureau of Public Safety. Maintain filing system for documentation, record-keeping, and retention in accordance with Florida Statutes. Schedule team and stakeholder meetings, maintain a working knowledge of Bureau operations and upkeep multiple calendars. Write business correspondence for recommendations, project support, and customer service purposes. Investigate, assess, analyze, and provide innovative solutions for issues and/or problems affecting the bureau in a timely manner.

Monitor daily finance and administration operations and address potential issues when they arise. Manage all invoicing, purchasing, procurement, and sourcing for the Bureau in support of its daily, monthly, and annual operations. Conduct budget management/analysis in collaboration with the Chief and Division Budget Manager for the fiscal year spending plans and monitor expenditures to ensure compliance with forecasted budgets.

Serve as the Bureau’s Property Custodian, manage property delegates, and conduct inventory tracking annually. Oversee the review of fleet vehicle logs, expenditures, maintenance, and provide reports as needed.

Oversee preparation and coordination for the 911 Board, Joint Task Force (JTF) Board, and Technical Committee(s) meetings. Responsibilities include scheduling, preparing and posting notices in the Florida Administrative Register, taking meeting minutes, and serving as an administrative liaison to the Chairs of these groups. Supervise the scheduling and logistical arrangements for public safety staff and board members, including creating, submitting, and managing travel requests and reimbursements for conferences, training, and meetings. Make recommendations on administrative policies, procedures, and procedural improvements.

Requirements

• Knowledge of generally accepted management principles.
• Knowledge of business functions such as budgeting, purchasing, and accounting, with a proven ability to monitor expenditures and ensure compliance.
• Knowledge of applicable Florida statutes, rules, and policies, ensuring adherence in all administrative and operational activities.
• Skilled in the use of Microsoft Office Suite, including Word, Excel, and PowerPoint.
• Ability to lead, motivate, and supervise staff effectively, including goal setting, performance evaluation, and addressing performance issues.
• Ability to evaluate and analyze documents, processes, and information for compliance with contractual language and laws, rules, regulations, and procedures.
• Ability to maximize the use of technology to streamline processes, increase efficiency, and meet deadlines.
• Ability to clearly and effectively communicate with stakeholders at all levels, prepare professional documents, and present information.
• Ability to identify inefficiencies, implement innovative solutions, and adapt to operational changes.
• Ability to prioritize tasks, manage workloads, and meet tight deadlines while maintaining accuracy and quality.
• Ability to establish and maintain positive working relationships and provide exceptional customer service to both internal and external stakeholders.
• Ability to work independently or with others as needed.
• Minimum of two years’ experience with Ariba on Demand.
• Possession of a valid government ID.
• Minimum of three years’ professional experience in accounting, finance, or business.
• Experience with the State of Florida financial processes and FLAIR.
• Be able to successfully pass a Criminal Justice Information Services background check.

Nice To Haves

• An AA degree in Accounting, Finance, or Business. Professional experience in financial, business administration, or related field can substitute for the education.
• Basic proficiency with Adobe Acrobat software is preferred

Responsibilities

• Directly supervise staff who provide financial, operational, and program support for the Bureau of Public Safety.
• Effectively supervise the performance of direct reports to ensure division/agency performance goals are met or exceeded and comply with the Department’s employment policies, procedures, statutes, and rules.
• Manage routine operational functions and assist in conducting daily administrative activities for the Bureau of Public Safety.
• Maintain filing system for documentation, record-keeping, and retention in accordance with Florida Statutes.
• Schedule team and stakeholder meetings, maintain a working knowledge of Bureau operations and upkeep multiple calendars.
• Write business correspondence for recommendations, project support, and customer service purposes.
• Investigate, assess, analyze, and provide innovative solutions for issues and/or problems affecting the bureau in a timely manner.
• Monitor daily finance and administration operations and address potential issues when they arise.
• Manage all invoicing, purchasing, procurement, and sourcing for the Bureau in support of its daily, monthly, and annual operations.
• Conduct budget management/analysis in collaboration with the Chief and Division Budget Manager for the fiscal year spending plans and monitor expenditures to ensure compliance with forecasted budgets.
• Serve as the Bureau’s Property Custodian, manage property delegates, and conduct inventory tracking annually.
• Oversee the review of fleet vehicle logs, expenditures, maintenance, and provide reports as needed.
• Oversee preparation and coordination for the 911 Board, Joint Task Force (JTF) Board, and Technical Committee(s) meetings.
• Supervise the scheduling and logistical arrangements for public safety staff and board members, including creating, submitting, and managing travel requests and reimbursements for conferences, training, and meetings.
• Make recommendations on administrative policies, procedures, and procedural improvements.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: Associate degree