OFFICE OPERATIONS MANAGER II - SES - 41000058

State of Florida • Tallahassee, FL

1d • $49,668

About The Position

The Office Operations Manager II serves as manager of the Mail Room and Records units within the Bureau of General Services at the Florida Office of the Attorney General. The position works independently and reports directly to the General Services Administrator. It oversees all Mail Room and Records operations, including supervision of the Mail Room’s Administrative Assistant II – SES and all Records employees.

The manager plans, assigns, directs, reviews, and evaluates unit work; develops and enforces policies and procedures; coordinates meetings and training; resolves departmental and vendor problems; and supports staffing, workload, workflow, and production priorities. The role also supervises staff through hiring, coaching, discipline, performance reviews, leave approvals, and related personnel responsibilities, and serves as timekeeper for the Mail Room supervisor and Records employees.

The position ensures incoming and outgoing mail is processed accurately and on time, including scanning incoming mail and checks into OnBase. It oversees assigned state vehicles and ensures established safety and operational procedures are followed. As the agency’s Records Management Liaison Officer (RMLO), the manager ensures records are imaged, quality controlled, indexed, and provided in response to requests within established deadlines, and that records disposition complies with state and agency policies. The role maintains professional customer service and working relationships, provides information for reports and studies, and performs other duties as needed.

The advertised annual salary is $49,667.54. The position is with the Office of the Attorney General, which represents the State of Florida in state and federal civil and criminal courts.

Requirements

• Five years of administrative, records management, or mail room experience, including at least one year in a supervisory capacity.
• Education may substitute year for year for up to two of the five years of nonsupervisory experience.
• Experience, education, training, knowledge, skills, and abilities must be verifiable.
• Ability to manage Mail Room and Records operations and meet deadlines while handling multiple projects and troubleshooting daily issues.

Nice To Haves

• Mail room experience.
• UPS experience.
• FedEx experience.

Responsibilities

• Manage the Mail Room and Records units within the Bureau of General Services and oversee their operations.
• Plan, assign, direct, review, and evaluate Mail Room and Records work; develop and enforce policies, procedures, and work methods.
• Supervise the Mail Room unit supervisor and Records employees, including hiring, coaching, discipline, retention recommendations, special duty assignments, attendance and leave approvals, and performance reviews.
• Coordinate staff meetings, maintain agendas, reinforce procedures, and communicate procedural changes.
• Coordinate or arrange training for Mail Room and Records supervisors and staff; support workload, workflow, production deadlines, and prioritization.
• Serve as timekeeper for the Mail Room supervisor and Records employees and manage leave-related coverage to ensure operational procedures are followed.
• Ensure incoming and outgoing mail is processed properly, daily, and on time, including scanning incoming mail into OnBase.
• Ensure incoming checks are processed, scanned, indexed into OnBase, and reviewed according to established procedures.
• Ensure assigned state vehicles are maintained and used according to established procedures.
• Serve as the agency’s Records Management Liaison Officer (RMLO); ensure records are imaged, quality controlled, indexed, and provided in response to requests within established deadlines.
• Ensure records disposition follows state and agency policies and procedures.
• Maintain customer service and professional, courteous working relationships with agency staff, managers, departments, and vendors.
• Provide information for reports and studies concerning Mail Room and Records operations, policies, procedures, software implementation, and safety issues.
• Perform other duties as needed.
• Know and comply with applicable statutes, rules, policies, and procedures.

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